Compare your current skills to what this opportunity needs—we'll show you what you already have and what could strengthen your application.
Job Description
The Admissions Coordinator reports directly to the Director of Operations and Admissions and works collaboratively with the Executive Director, Clinical Director, Director of Nursing, Medical Director, Business Development team, and other members of the multidisciplinary treatment team. The Admissions Coordinator serves as the first point of contact for prospective clients, families, referral sources, hospitals, and community partners seeking treatment services. This position plays a critical role in creating a compassionate and professional first impression while coordinating the admissions process from the initial inquiry through admission. The Admissions Coordinator is responsible for conducting preliminary screenings, verifying insurance benefits, coordinating admissions with clinical and nursing staff, maintaining accurate documentation, and ensuring timely communication with all stakeholders. This position requires excellent customer service, organizational skills, attention to detail, and the ability to work effectively in a fast-paced behavioral healthcare environment. This is an opportunity to join a dedicated team committed to helping individuals build a foundation for lasting recovery.
DUTIES INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING
Serve as the primary point of contact for all incoming admissions inquiries by phone, email, and other communication platforms. Provide compassionate, professional, and timely responses to prospective clients, families, hospitals, physicians, employers, referral partners, and community agencies. Conduct preliminary screenings to determine appropriateness for treatment based on facility admission criteria. Obtain demographic, clinical, financial, and insurance information necessary to initiate the admissions process. Coordinate admissions with the Director of Operations and Admissions, Clinical Director, Director of Nursing, Medical Director, and other appropriate staff. Verify insurance benefits and assist clients with understanding financial responsibilities when applicable. Schedule admissions and coordinate arrival times with nursing and clinical staff. Ensure all required admission documentation is completed accurately and timely. Enter and maintain client information within the electronic health record (KIPU) and other required software systems. Communicate effectively with referral sources regarding admission status while maintaining HIPAA confidentiality requirements. Collaborate with Business Development staff regarding referrals, outreach partners, and admissions follow-up. Maintain accurate records of inquiry calls, referrals, admissions, and conversion metrics. Monitor pending admissions and follow up promptly with prospective clients and referral sources. Participate in daily census discussions and admissions planning meetings. Identify barriers to admission and work collaboratively with leadership to resolve issues whenever possible. Maintain knowledge of levels of care, ASAM Criteria, insurance authorization processes, and facility programming. Demonstrate exceptional customer service, professionalism, empathy, and crisis communication skills during all client interactions. Assist with quality improvement initiatives related to admissions processes and client experience. Maintain compliance with Joint Commission standards, HHSC regulations, HIPAA requirements, and Virtue Recovery Center policies. Participate in departmental meetings, required trainings, and continuing education. Perform other duties as assigned.
SUPERVISORY RESPONSIBILITIES
This position does not have direct supervisory responsibilities. The Admissions Coordinator works collaboratively with clinical, nursing, operations, and business development staff to facilitate efficient admissions and promote positive client experiences.
QUALIFICATIONS FOR POSITION
High school diploma or GED required; Associate's or Bachelor's degree preferred. Minimum of two years of experience in behavioral health, substance use disorder treatment, healthcare admissions, intake coordination, or a related healthcare field preferred. Experience with insurance verification, benefit coordination, and healthcare admissions strongly preferred. Experience working in addiction treatment or behavioral healthcare is highly desirable. Demonstrated ability to manage multiple priorities in a fast-paced environment. Excellent organizational and time management skills. Strong interpersonal, customer service, and communication skills. Ability to maintain confidentiality and exercise sound professional judgment.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of behavioral health and substance use disorder treatment. Basic understanding of ASAM Levels of Care preferred. Knowledge of HIPAA privacy requirements. Ability to establish rapport quickly with clients and families during stressful situations. Strong verbal and written communication skills. Ability to de-escalate emotionally charged conversations professionally. Ability to prioritize competing tasks while maintaining accuracy. Strong attention to detail. Ability to work independently and collaboratively within a multidisciplinary team. Proficiency with Microsoft Office applications and electronic health records, preferably KIPU. Ability to learn insurance verification platforms and admissions software.
PHYSICAL DEMANDS
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position. The employee is regularly required to: Sit for extended periods while utilizing computer systems. Frequently use hands for keyboarding and telephone communication. Communicate effectively in person and by telephone. Occasionally stand, walk, bend, or reach. Lift and carry items weighing up to 20 pounds.
WORK ENVIRONMENT
The Admissions Coordinator works primarily in an office environment within a behavioral healthcare facility. Frequent interaction with prospective clients, families, referral partners, healthcare professionals, and facility staff is expected. Employees with access to protected health information are required to comply with all HIPAA regulations and Virtue Recovery Center confidentiality policies.
JOB TYPE
Full-Time
PAY 46.000.00-52.000.00 BENEFITS
Health Insurance Dental Insurance Vision Insurance Paid Time Off (PTO) Paid Holidays Employee Assistance Program Professional Development Opportunities 401(k), if applicable
SCHEDULE
Full-time Monday-Friday Rotating on-call admissions responsibilities, if assigned Occasional evenings or weekends based on operational needs
WHY JOIN VIRTUE RECOVERY CENTER KILLEEN?
At Virtue Recovery Center Killeen, we believe every conversation has the potential to change a life. As an Admissions Coordinator, you will serve as the first connection for individuals and families seeking hope and recovery. You will work alongside a compassionate, multidisciplinary team dedicated to clinical excellence, exceptional customer service, and helping clients build a foundation for lasting recovery.
DISCLAIMER
This job description is intended to describe the general nature and level of work performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Management reserves the right to modify responsibilities as business needs change.
Employee Name:
______________________________________
Employee Signature:
___________________________________
Date:
_____________________
Pay:
$46,000.00 - $52,000.00 per year
Benefits:
Dental insurance Health insurance Paid sick time Paid time off Vision insurance
