Admissions Specialist

Key responsibilities: 

Admissions

• Answer incoming calls, web inquiries, and referrals promptly and with compassion; return messages the same day.
• Conduct pre-admission screenings to gather presenting concerns, substance use history, and basic medical and mental health information.
• Verify insurance benefits and obtain pre-authorizations; explain coverage and self-pay options to clients and families.
• Schedule admissions, coordinate arrival logistics, and complete intake paperwork, consents, and releases of information.
• Enter admission data accurately in the EHR and CRM; keep referral and inquiry logs current.
• Coordinate with clinical and medical staff on level-of-care fit and escalate clinical or safety concerns immediately.
• Refer callers who are not a fit to appropriate outside resources.
• Build and maintain relationships with referral sources; send timely follow-up and status updates with proper consent.

Groups

• Facilitate or co-facilitate psychoeducational, life skills, recreation, and recovery support groups using approved curricula.
• Monitor group participation and behavior; report clinical or safety concerns to the clinical team right away.
• Document group attendance and notes in the EHR within required timeframes.
• Cover groups when clinical staff are unavailable, within the scope of the role.

Program support

• Greet visitors and clients; manage front-desk coverage and phones.
• Maintain client files and ensure documentation is complete and audit-ready.
• Schedule appointments, groups, and transportation; help coordinate client activities and outings.
• Track census, attendance, and other program reports as assigned.
• Order and stock supplies; assist with facility upkeep requests.
• Support discharge and aftercare coordination, including appointment setting and paperwork.
• Help staff with administrative tasks, data entry, and special projects.
• Follow all HIPAA, 42 CFR Part 2, and agency confidentiality and safety policies.
• Perform other duties as assigned.

Qualifications

Required

• High school diploma or GED.
• Current, active state certification as a substance abuse counselor (e.g., [CADC / CAC / CASAC — use your state's credential]), in good standing and maintained throughout employment.
• 1+ year in admissions, intake, front desk, or administrative support, ideally in healthcare or behavioral health.
• Calm, warm phone presence with people in crisis and their families.
• Strong organization and attention to detail; able to switch tasks often.
• Comfortable with EHR systems, Microsoft Office or Google Workspace, and data entry.
• Valid driver's license and ability to pass a background check and drug screen.
• CPR/First Aid certification, or willingness to obtain within 30 days of hire.

Preferred

• Associate's or bachelor's degree in a human services field.
• Experience with insurance verification and utilization review.
• Familiarity with ASAM levels of care.
• Experience leading or co-leading groups in a treatment or community setting.