New Patient Admissions Coordinator

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Job Title New Patient Admissions Coordinator – Medical Practice
Location Remote (U.S.-Based)
Time Zone US Time Zones (EST–PST)
Reports To Admissions Director
Role Overview We are looking for a proactive, detail-oriented New Patient Admissions Coordinator to manage the full inbound patient journey — from the first phone call to confirmed intake. This is a fast-paced, communication-heavy role where the ability to quickly assess a caller's needs, navigate uncertainty, and move every conversation toward a clear next step is essential.
You are not reading from a script. You are thinking critically, asking the right questions, and ensuring that every patient, family member, or referral partner ends the call with a defined outcome and a clear understanding of what happens next. If you come from a recovery, addiction, or behavioral health background, that experience is a significant advantage in this role.
Key Responsibilities
New Patient Intake & Call Management
Handle all inbound calls from prospective patients, family members, and referring providers

Conduct structured, focused intake conversations that quickly establish the patient's needs and eligibility

Ask precise follow-up questions to gather the clinical, insurance, and logistical information required to move forward

End every call with a defined outcome: scheduled, not eligible, or pending additional information — nothing left ambiguous

Eligibility & Screening
Screen new patients against program or practice criteria to determine fit

Identify missing information, documentation gaps, or inconsistencies early and address them directly

Communicate eligibility decisions clearly and without ambiguity — set honest expectations from the first interaction

Coordination & Documentation
Schedule consultations, assessments, and next-step appointments with accuracy and efficiency

Enter and maintain complete, accurate patient records in the EHR and intake tracking systems

Coordinate with internal clinical and administrative teams to ensure smooth patient transitions

Follow up on incomplete referrals, outstanding documentation, or pending decisions without being prompted

Patient Experience & Communication
Engage patients and families with clarity, warmth, and professionalism — especially in high-stress situations

Provide honest, direct information about the practice, services, and what to expect — avoid overpromising

Think creatively when patients ask unexpected questions or present non-standard situations

Redirect callers who are not a fit to appropriate resources while maintaining a respectful, supportive tone

Process & Systems
Operate within defined intake workflows and documentation standards

Use sound judgment to navigate situations that fall outside established protocols

Proactively flag recurring issues, process gaps, or systemic inefficiencies to leadership

Bring initiative and ownership to your work — identify what needs to happen and make it happen

Required Qualifications
Prior experience in new patient coordination, medical admissions, intake coordination, or a closely related role

Strong critical thinking skills — able to assess situations quickly, problem-solve, and adapt without constant direction

Excellent spoken and written English — clear, direct, and professional in all patient-facing communications

Experience using EHR or patient management platforms

Proven ability to manage high call volumes with accuracy and composure

Must have prior remote work experience and be fluent with tools such as Slack, Zoom, Google Workspace, or similar

Must have experience working with U.S.-based companies — applications without this background will not be considered

Preferred Qualifications
Background in recovery, addiction treatment, behavioral health, or mental health services — strongly preferred

Experience navigating insurance verification, prior authorizations, or benefits coordination

Familiarity with clinical terminology and levels of care across behavioral or medical health settings

Demonstrated initiative: a track record of identifying problems, owning outcomes, and improving processes without being asked

Tools & Technology
EHR / patient management system

Intake and referral tracking tools

Google Workspace

Slack, Zoom, and other remote collaboration platforms

Please NOTE It is crucial that you complete the application form in full. As part of the application process, you will be required to record a video. If your application is successful, you will receive an email confirming next steps — the video is the first step of the interview process. If you do not record a video, we will not be able to consider you for ANY open roles.

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