Overview
Our Admissions Specialist plays a key role in fulfilling Focus’ vision by welcoming and onboarding new patients with integrity, excellence, and a servant-hearted attitude. The Admissions Specialist is responsible for converting leads and referrals into scheduled evaluations through timely communication, insurance verification, and coordinated scheduling. This role ensures patients begin their care journey smoothly and efficiently.
Responsibilities:
1. Lead and Referral Conversion
Act as the first point of contact for all new patient referrals and inquiries.
Contact all referrals within 24 business hours to initiate intake and scheduling.
Track and manage all leads through FreeAgent CRM.
Document and report any non-compliant or declined referrals to the referring provider with grace and professionalism.
2. Patient Intake and Scheduling
Strategically schedule evaluations across clinics to ensure even provider caseload distribution.
Match patients to the most appropriate location and therapist based on their clinical need and schedule availability.
3. Insurance Verification & Authorization
Verify insurance eligibility and benefits for all scheduled patients prior to the evaluation.
Obtain necessary prior authorizations or precertifications in a timely and accurate manner.
Communicate insurance details to patients with clarity and compassion.
4. Administrative Communication and Support
Maintain daily communication with Patient Coordinators at each clinic regarding newly scheduled patients and insurance status.
Assist with front desk overflow calls or physician office communications as needed.
Support the integrity of patient records and compliance with internal documentation policies.
5. Audits & Compliance
Perform monthly audits of referral and intake records for accuracy and completeness.
Participate in team quality control initiatives to uphold the patient experience and compliance standards.
Outcomes (Key Performance Indicators (KPIs))
Referrals/Opportunities per week per FTE ≥ 100.
·Referral to Evaluation Conversion Rate (R/E) ≥ 85%.
First contact (Referral Call) ≤ 1 business day from referral receipt.
4-week evaluation distribution ≤ 10% variance between clinicians
Voicemail response time ≤ 60 minutes
Requirements
1. Skills/Abilities
Clear and professional verbal and written communication
High attention to detail and organization
Strong multi-tasking and problem-solving abilities
Proficiency in EMR systems and Microsoft Office or Google Workspace
Comfortable sitting for extended periods
2. Education & Experience
High school diploma or equivalent required
Minimum 1 year of experience in a medical office or customer service setting
Experience with insurance verification or scheduling preferred
3. Schedule
Availability between 7:00 AM and 6:00 PM, Monday through Friday (as scheduled)
Job Type: Full-time
Pay: $16.00 - $20.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
