About the Role
At Widening Circles, we believe every interaction matters. Long before a person meets with a therapist or medical provider, they experience our practice through the person who answers the phone, welcomes them into our space, and helps them navigate one of the most vulnerable moments of their lives.
The Admissions & Patient Care Coordinator is often that person.
This is much more than an administrative position. It is a role of stewardship, hospitality, and service. You'll help create an experience where people feel seen, respected, and cared for from their very first inquiry through admission and ongoing treatment.
We're looking for someone who takes genuine pride in their work—someone who notices the small details because they understand that details communicate care. Someone who naturally organizes, improves systems, anticipates needs, and leaves things better than they found them. Someone who enjoys creating calm in the midst of complexity and finds satisfaction in helping both patients and teammates thrive.
This full-time, in-office position serves as the communication hub between patients, providers, referral partners, and our administrative team. The ideal candidate is compassionate, highly organized, emotionally intelligent, and comfortable balancing many moving pieces while maintaining warmth, professionalism, and attention to detail.
Primary Responsibilities
Admissions & Patient Experience
- Serve as the first point of contact for prospective patients by phone, email, website inquiries, and referrals.
- Conduct initial screening calls and provide information about our services, including Heartwood Intensive Outpatient Program (IOP), Spravato, Ketamine-Assisted Psychotherapy (KAP), and related services.
- Schedule consultations, assessments, and admissions.
- Guide patients through intake paperwork, electronic consents, and patient portal enrollment.
- Maintain timely, compassionate communication throughout the admissions process.
- Monitor referrals, admissions, and waitlists to help ensure timely access to care.
- Coordinate with our Billing & Financial Coordinator regarding insurance verification, authorizations, and financial clearance.
Care Coordination
- Communicate with patients, families, providers, referral sources, pharmacies, hospitals, insurance companies, and community partners to support continuity of care.
- Build and maintain positive relationships with referral partners.
- Coordinate scheduling for ongoing clinical services.
Office Operations
- Maintain a welcoming, organized, and professional office environment.
- Prepare treatment and group spaces for daily programming.
- Maintain office and clinical supply inventory.
- Assist with light facility responsibilities that help create a beautiful, comfortable, and inviting space.
- Troubleshoot basic technology issues and coordinate vendor support when needed.
Team Collaboration
- Work closely with leadership and clinical staff to support daily operations.
- Monitor admissions, census, and scheduling needs.
- Communicate proactively about workflow, priorities, and barriers.
- Participate in staff meetings, trainings, quality improvement initiatives, and CARF accreditation efforts.
- Help improve systems, workflows, and administrative processes as our organization continues to grow.
What We're Looking For
We're looking for someone whose values align with ours. Technical skills can be taught; kindness, integrity, curiosity, initiative, and genuine care for others are much harder to teach.
The right person will:
- Believe that every interaction is an opportunity to help someone feel safe, respected, and valued.
- Take pride in doing excellent work and understand that small details matter.
- Naturally notice what needs attention and take initiative without waiting to be asked.
- Be exceptionally organized while remaining flexible when priorities shift.
- Communicate with warmth, professionalism, emotional intelligence, and sound judgment.
- Thrive in a collaborative, mission-driven environment while working independently with minimal supervision.
- Demonstrate cultural humility and a deep respect for people from all backgrounds and lived experiences.
- Be committed to affirming LGBTQ+ individuals, consistently honoring each person's chosen name and pronouns, and contributing to an environment where everyone experiences dignity, belonging, and respect.
- Understand and affirm neurodiversity, recognizing that people communicate, process information, and engage with the world in different ways.
- Embrace trauma-informed, healing-centered, strengths-based, and harm reduction approaches to care.
- Enjoy continuous learning, thoughtful feedback, and contributing to the ongoing growth of the practice.
Required Qualifications
- Reliable, professional, and committed to maintaining consistent in-office work hours (32–40 hours/week).
- Outstanding organizational skills and exceptional attention to detail.
- Excellent written and verbal communication skills.
- Strong customer service skills with the ability to balance empathy and professionalism.
- Excellent time management and the ability to manage multiple priorities effectively.
- Comfort learning new technology and working across multiple software platforms.
- A proactive, solution-oriented mindset with the ability to follow projects through to completion.
- Ability to work both independently and collaboratively within a multidisciplinary team.
Preferred Qualifications
- Associate's or Bachelor's degree in healthcare administration, psychology, social work, human services, or a related field.
- Experience in behavioral health, healthcare, or medical office administration.
- Experience with insurance verification, prior authorizations, or patient admissions.
- Familiarity with CARF accreditation standards.
- Experience developing referral relationships or participating in community outreach.
- Interest in growing professionally within an innovative, mission-driven organization.
Success in This Role
People who thrive at Widening Circles take ownership of their work, communicate openly, and genuinely care about both the patient experience and the health of the team. They anticipate needs, improve systems, and contribute to a workplace where excellence, compassion, inclusion, and integrity are evident in both the big picture and the smallest details.
Why You'll Love Working at Widening Circles
At Widening Circles, we believe exceptional mental health care happens when clinical excellence is paired with deep compassion, curiosity, and genuine human connection. We are committed to providing innovative, evidence-informed, relationship-centered care that honors the whole person.
You'll be part of a collaborative, interdisciplinary team that values authenticity, lifelong learning, and caring well for both our patients and one another. We celebrate initiative, encourage new ideas, and believe everyone on our team plays an important role in shaping the culture and future of our practice.
If you're looking for more than a job—if you want meaningful work, take pride in doing things well, and want to help create a place where people feel safe, seen, and supported—we'd love to meet you.
Pay: $22.50 - $28.50 per hour
Work Location: In person
