Admissions & Intake Coordinator

Beacon Treatment Center • Vernon, AZ

1d

About The Position

The Admissions Coordinator Assistant plays a vital role in supporting the patient intake and admissions process at an outpatient behavioral health facility. This position involves coordinating with prospective clients, families, and clinical staff to ensure a smooth, compassionate, and efficient entry process. The assistant helps maintain accurate records, facilitates communication, and upholds compliance with healthcare regulations and privacy standards. The role requires strong organizational skills, sensitivity to mental health concerns, and excellent communication abilities.

Requirements

• High School diploma or equivalent (required)
• Strong customer service skills, as well as good computer, phone, written, and oral communication skills (required)
• Ability to multi-task in a fast-paced environment and be organized with an ability to show initiative and prioritize tasks

Nice To Haves

• At least one (1) year of experience in admissions, front office and/or business/administration (preferred)
• Customer service experience (preferred)

Responsibilities

• Promoting Beacon’s mission and values.
• Greet prospective patients and their families with professionalism and compassion, providing a welcoming experience via phone, email or in-person.
• Assist in collecting, verifying, and documenting patient information, insurance details, and consent forms accurately.
• Support the scheduling of initial assessments, therapy sessions, and follow-up appointments in coordination with clinical staff.
• Maintain and update patient records securely in compliance with HIPAA and other privacy regulations.
• Collaborate with clinical and administrative teams to facilitate seamless intake and admission procedures.
• Respond to inquiries from prospective patients, referral sources, and other external parties via phone, email, or in person and document in CRM (Customer Relations Management) software.
• Assist in obtaining verification of benefits and obtaining prior authorizations when necessary.
• Coordinate with case managers and clinicians to ensure timely patient evaluations and admission processing.
• Prepare and distribute admission packets, informational brochures, and required documentation to new patients.
• Support the tracking of referred cases and follow-up to confirm admission status and appointment scheduling. Reporting as needed.
• Assist with the organization of orientation sessions and patient education materials.
• Ensure that all admissions activities are documented accurately in the electronic health records (EHR) system.
• Monitor and report on admission trends, patient flow, and referral patterns to help improve operational efficiency.
• Uphold confidentiality and privacy of all patient information in accordance with HIPAA and organizational policies.
• Assist with other administrative duties, including filing, data entry, and preparing reports as needed.
• Assist with other Case Management duties, including scheduling, documenting and coordinating care as needed.
• Contribute to a supportive and empathetic environment for clients seeking behavioral health services.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED