The Admissions Coordinator oversees the full referral to admission process, ensuring timely follow up, accurate intake documentation, and a smooth transition for incoming clients. This role manages referral conversion by promptly engaging with referral sources, assessing eligibility, gathering required information, and coordinating scheduling. The coordinator maintains detailed records, communicates closely with clinical and operational teams, and provides clear, supportive guidance to clients and families throughout the intake journey. Their work ensures efficient workflow, high quality customer service, and strong relationships with community partners, coordinating the referral intake process through to admission; tracking outstanding authorizations and ensuring timely patient admissions. Assists with registration functions to include, patient registration, scheduling, insurance verification and authorization, general clerical, receptionist and project-based work. Demonstrates a professional, positive image both in-person and on the telephone.
Key Responsibilities
Referral ManagementConversion
- Receive, track, and manage all incoming referrals from hospitals, physicians, case managers, community partners, and direct inquiries.
- Conduct timely follow-up with referral sources, prospective clients, and families to gather necessary information and assess eligibility.
- Evaluate referral readiness and work proactively to remove barriers to admission.
- Provide clear, compassionate communication about services, program requirements, and next steps.
- Maintain high conversion rates by ensuring prompt response times and consistent follow-through.
- In coordination with Community Educator, reconciles referral log; admissions resulting from referrals.
- Presents results to clinic director.
Admissions Coordination
- Complete pre-admission screenings, insurance verifications, and required documentation.
- Collaborate with clinical, financial, and operational teams to determine appropriateness for admission.
- Schedule admissions and coordinate logistics, including transportation, room readiness, and handoff to care teams.
- Ensure all required forms, consents, and records are obtained prior to admission.
- Deliver a seamless, positive experience for clients and families throughout the intake process.
Referral Intake Timeliness Standards:
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Referral entered WCMD within 1 hour of receipt
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Insurance authorization initiated within 4 hours
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Once authorization received:
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Patient contacted within 2 hours
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Appointment scheduled within 24–48 hours
Call Attempts Standard:
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Minimum 3 contact attempts within 24 hours
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Minimum 5 attempts within 72 hours before escalation
Relationship BuildingCustomer Service
- Serve as the primary point of contact for referral partners and prospective clients.
- Build strong relationships with hospitals, case managers, and community organizations to support ongoing referral growth.
- Provide timely updates to referral sources regarding referral status and admission decisions.
- Represent the organization professionally in all interactions.
Data TrackingReporting
- Accurately document all referral and admissions activity in the CRM or EMR system.
- Monitor referral trends, conversion metrics, and barriers to admission.
- Prepare reports for leadership on referral volume, conversion rates, and opportunities for improvement.
- Ensure compliance with HIPAA and all regulatory standards.
Patient Registration
- Assists registration with the following as needed:
Answers telephones and transfers calls to appropriate staff members, announcing call.
Welcomes patients and visitors professionally; adheres to HIPAA regulations.
Schedules patients, establishes appointments in timely manner.
Registering all patients upon arrival to the center; validating responsible payer information.
Contact patients with reminder of next day's appointment and reschedules appropriately if needed.
Follow up with clinicians to ensure completion of documentation.
Responds to issues resulting from information uploads.
Validates information, logs referrals, and communicates information to authorization department.
Works closely with hospital's Patient Access department to support denial resubmissions.
Participates in daily huddle, weekly case management meeting and monthly staff meetings to remain informed and perform at a high level of competency.
Follow-ups daily with Authorization Department regarding outstanding authorizations.
Facilitates upon requests, patient appointments with ancillary services.
Performs clerical duties to include but not limited to, scanning, photocopying, faxing, mailing, etc.
Appropriately discharges patients from EMR at the time of discharge.
Requests medical records at referral intake from referring physician and/or facilities.
