Admissions Coordinator

The Emily Program•Roseville, MN

17d•Remote

About The Position

Our vision is a world of peaceful relationships with food, weight, and body image, where everyone with an eating disorder can experience recovery. We believe that exceptional, individualized care leads to lasting recovery from eating disorders. That’s why our teams are comprised of compassionate, dedicated professionals from a variety of backgrounds who collaborate to provide the very best evidence-based care for our clients at all levels of care. Position Overview: The Admissions Coordinator serves as the single point of contact for prospective and returning clients, families, and referral sources seeking treatment with The Emily Program. This role plays an essential part in creating a compassionate, responsive, and supportive admissions experience while helping clients access timely, clinically appropriate care. The position blends relationship-centered engagement with consultative communication and operational coordination in a fast-paced, mission-driven environment. The Admissions Coordinator guides individuals through the full admissions journey, from initial inquiry through admission placement, while helping reduce barriers to treatment and supporting client readiness for care. This role is responsible for managing referrals, coordinating pre-admission services, scheduling admissions across multiple levels of care, and maintaining consistent communication with clients, families, referral partners, and internal teams. Success in this position requires strong interpersonal skills, emotional intelligence, attention to detail, and the ability to balance compassion with performance expectations related to access to care, conversion, responsiveness, and census goals.

Requirements

1–3+ years of experience in healthcare admissions, intake coordination, customer service, patient access, behavioral health, or related client-facing role required.
Experience working directly with clients, families, or patients in emotionally sensitive situations strongly preferred.
Experience managing multiple priorities and workflows in a fast-paced environment preferred.
Familiarity with insurance verification, healthcare scheduling, or admissions processes preferred.

Nice To Haves

Experience in behavioral health, eating disorder treatment, healthcare sales, or high-volume call center environments preferred.
Sales/customer service experience preferred.

Responsibilities

Serve as the primary contact for prospective clients, families, and referral sources via phone, email, and other communication channels.
Guide clients and families through all stages of the admissions process with compassion, professionalism, urgency, and responsiveness.
Engage clients using a compassionate, relational, and consultative approach to encourage movement through the admissions process.
Conduct a pre-admit screen and share the recommended level of care as determined by a clinical team member.
Effectively manage objections, assess readiness for change, and motivate clients to pursue treatment.
Maintain conversion rates and registration targets by tailoring communication to client needs and stage of change.
Provide clear, accurate information about treatment programs, admissions processes, and expectations.
Share appropriate community resources when clients are unable to access care.
Promptly answer incoming calls, including those through an admissions inquiry phone queue
Coordinate and schedule any pre-admission appointments (e.g., medical intake).
Secure admission dates and ensure timely placement into appropriate levels of care (IP, Residential, PHP, IOP).
Communicate confirmed admissions to internal teams.
Provide clients with pre-admission materials (e.g. program handbooks and addendums) and share health insurance benefit quotes for recommended services.
Conduct routine follow-ups with prospective clients.
Support organizational census goals by facilitating timely and appropriate admissions across levels of care.
Monitor program capacity and collaborate with operational and clinical teams to optimize admissions placement opportunities.
Track client progression throughout the admissions pipeline and maintain accurate status updates within internal systems.
Escalate census concerns, admission delays, or placement barriers as appropriate.
Accurately create, maintain, and update client records in the CRM, EHR, and other internal systems.
Maintain timely and detailed documentation of all client interactions, follow-up activities, and admissions-related communications in the CRM.
Ensure all records, documentation, and workflows meet quality assurance, compliance, HIPAA, and organizational standards.
Utilize internal tracking tools and reporting systems to support operational visibility and workflow management.
Maintain accuracy and attention to detail while managing high-volume documentation responsibilities.
Build and maintain strong relationships with referring providers and internal teams.
Provide support for escalated or sensitive client interactions with professionalism and empathy.
Collaborate cross-functionally to ensure a seamless admissions experience.
Maintain strict confidentiality of protected health information in accordance with regulations and company policies.
Balance a fast-paced, results-driven environment with compassionate client interactions.
Adapt to changing priorities while maintaining performance standards.
Provide team support and coverage (e.g. PTO coverage) as needed or assigned.
Adhere to time management policies and procedures (e.g. on/off queue procedures, break schedules, etc.)
Perform other duties as assigned.

Benefits

HSA and PPO insurance with HSA or FSA options (Blue Cross Blue Shield)
Dental insurance (Delta Dental)
Vision insurance (EyeMed)
Short-term and long-term disability insurance
Company-paid life insurance
401(k) plan available two months after start date
Company 401(k) matching for up to 50% of your contribution, up to 6% of your compensation
Generous PTO plan accrues annually
Seven paid holidays
One floating holiday