Admissions Coordinator (Mental Health Center)

Wings Recovery in Carlsbad, CA is hiring an Admissions Coordinator.

• Hybrid/Remote position

Primary Purpose and Function

The Admissions Coordinator serves as the primary point of contact for prospective clients, families, referral sources, and healthcare professionals seeking treatment services at Wings Recovery. The Admissions Coordinator manages prospective clients from initial outreach through assessment, admission decision, and arrival while delivering a seamless experience characterized by empathy, professionalism, responsiveness, and clinical appropriateness.

This role serves as an advocate for prospective clients and families by providing education regarding programs and services, coordinating assessments and admissions, supporting financial and insurance discussions, facilitating communication between internal departments, and ensuring accurate documentation throughout the admissions process.

The Admissions Coordinator sets the tone of respect, compassion, empathy, and urgency from the first point of contact through admission while maintaining the highest standards of ethics, confidentiality, customer service, and regulatory compliance.

Primary Responsibilities Include

• Serve as the primary point of contact for prospective clients, family members, referral sources, healthcare professionals, and community partners seeking information regarding treatment services.
• Respond promptly and professionally to all inbound leads via phone, email, text message, website submissions, and other communication channels.
• Manage assigned leads and opportunities in a timely and proactive manner to ensure prompt follow-up, exceptional customer service, and progression through the admissions process.
• Build rapport and establish trusting relationships with prospective clients and their support systems.
• Provide comprehensive education regarding Wings Recovery's treatment philosophy, levels of care, clinical programming, therapeutic modalities, and admission criteria.
• Assess caller needs and appropriately communicate program fit, treatment recommendations, and next steps.
• Demonstrate empathy, professionalism, and a sense of urgency while supporting prospective clients and families in crisis or emotionally challenging circumstances.
• Conduct preliminary screening interviews to determine appropriateness for admission and level-of-care considerations.
• Gather and review demographic, clinical, medical, psychiatric, substance use, social, and financial information as necessary to support admission decisions.
• Coordinate and schedule clinical assessments with licensed clinicians and treatment team members.
• Obtain and organize documentation necessary for the admission review process.
• Collect insurance information and facilitate benefits verification processes.
• Review insurance benefits and communicate available coverage information as directed by organizational policies and procedures.
• Other duties as assigned.

Minimum Qualifications

• Minimum one (1) year of experience in behavioral healthcare, admissions, intake, business development, customer service, patient access, or related field required.
• Experience in mental health treatment, residential treatment, behavioral healthcare, or healthcare admissions strongly preferred.
• Experience working with families and individuals experiencing mental health challenges preferred.
• Experience utilizing electronic health records and CRM systems preferred.
• Knowledge of behavioral health treatment services and levels of care preferred.
• Understanding of insurance terminology and healthcare reimbursement processes preferred.
• Proficiency with Microsoft Office applications and admissions-related software systems.
• Ability to communicate effectively both verbally and in writing.
• Ability to exercise discretion with confidential information.
• Ability to establish and maintain effective working relationships with clients, families, referral sources, and team members.
• High school diploma or equivalent required.
• Bachelor’s degree in Psychology, Social Work, Counseling, Communications, Healthcare Administration, Business, or a related field preferred.

Our Benefits

Sero Mental Health and its subsidiary companies are proud to offer full-time employees and their dependents enrollment in multi-level medical, dental, and vision health benefits with substantial employer premium contributions. Additionally, the company offers employer paid Life Insurance and AD&D, Long Term Disability, Paid Parental Leave, and Employee Assistance Plans. Employees can choose from a variety of voluntary benefits including Medical and Dependent Care Flexible Spending Accounts, Short Term Disability Coverage, Hospital Indemnity and Accident Plans, Critical Illness Coverage, and Legal Assistance. Furthermore, the company offers generous Paid Time Off and Holiday Pay.

Both full and part-time employees can enroll in the company’s 401(K) Retirement Plans with company match of 100% of the first 3% contributed and 50% of the next 2% contributed per paycheck. Employees contributing to their 401K plan are 100% vested immediately upon becoming eligible for the company match.

All benefits are effective from the 1st of the month following 30 days of hire.

The range provided is for California based hires only and will be commensurate with candidate experience. Pay ranges for candidates in other locations other than CA may differ based on the cost of living in that geographic location.

Pay range for this role is $29-$32 DOE.

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