Department: Inpatient- Hope Ranch
Reports To: Marketing/Development Director
FLSA Status: Non-Exempt
Employment Status: Full-Time

POSITION SUMMARY

The Admissions Specialist serves as the primary point of contact for individuals, families, referral sources, and community partners seeking residential substance use treatment at Hope Ranch. This position manages inquiries, conducts initial pre-admission screenings, coordinates insurance and funding verification, and assists prospective patients through the admission process.

The Admissions Specialist works closely with clinical, nursing, billing, and residential staff to ensure admissions are timely, organized, compassionate, and consistent with Hope Ranch admission criteria and applicable requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES

Admissions & Screening

• Respond promptly and professionally to telephone, electronic, and in-person inquiries regarding residential treatment services.
• Conduct initial pre-admission screenings and gather information necessary to determine potential eligibility for services.
• Review admission criteria and identify potential medical, behavioral health, or other concerns requiring additional clinical review.
• Coordinate with appropriate clinical or medical staff when an admission requires further assessment or approval.
• Schedule admissions and communicate arrival instructions and required documentation to patients, families, and referral sources.
• Maintain communication with prospective patients throughout the admission process to reduce barriers to entering treatment.

Insurance & Financial Coordination

• Obtain insurance and financial information from prospective patients.
• Verify insurance eligibility and benefits and assist with obtaining required authorizations when applicable.
• Coordinate with billing and administrative staff regarding insurance coverage, funding sources, self-pay arrangements, and other financial considerations.
• Clearly communicate available information regarding coverage and financial responsibilities in accordance with organizational procedures.

Admission Coordination

• Coordinate with clinical, nursing, and residential staff to prepare for scheduled admissions.
• Ensure required admission documents, consents, and patient information are completed accurately and timely.
• Maintain accurate documentation of inquiries, screenings, referrals, admissions, and admission outcomes.
• Assist with maintaining current bed availability and admission schedules.
• Develop positive working relationships with hospitals, healthcare providers, treatment programs, community organizations, and other referral sources.

Patient & Family Support

• Provide compassionate, respectful, and professional assistance to individuals and families who may be experiencing stressful or difficult circumstances.
• Explain Hope Ranch services, expectations, and the admission process in a clear and supportive manner.
• Maintain patient confidentiality and professional boundaries at all times.
• Promote a welcoming and recovery-oriented experience from initial contact through admission.

MINIMUM QUALIFICATIONS

Education: High school diploma or GED required. Associate or bachelor’s degree in behavioral health, social services, healthcare administration, business, or a related field preferred.

Experience: Previous experience in healthcare admissions, behavioral health, substance use treatment, insurance verification, medical office operations, or a related setting preferred.

Other Requirements:

• Strong customer service and interpersonal skills.
• Ability to communicate effectively with individuals experiencing substance use and behavioral health concerns.
• Ability to handle confidential and sensitive information appropriately.
• Ability to manage multiple referrals and admission activities efficiently.
• Ability to successfully complete required background and pre-employment screening.

KNOWLEDGE & SKILLS

• Strong verbal and written communication skills.
• Excellent organization, follow-up, and attention to detail.
• Basic understanding of insurance verification and authorization processes.
• Ability to conduct professional telephone and in-person screenings.
• Strong computer, data entry, and documentation skills.
• Ability to work effectively with clinical, nursing, billing, and residential teams.
• Compassionate and professional approach to patients and families seeking treatment.

PHYSICAL & WORK ENVIRONMENT

This position primarily operates in an office and residential treatment environment and requires regular use of computers, telephones, and electronic records systems. The employee must be able to perform the essential functions of the position with or without reasonable accommodation.