Admissions Specialist

Join Hire Hangar and work with fast-growing global companies while building a long-term career.

Job Title Admissions Specialist - Clinical Intake & Patient Coordination

Location Remote (U.S.-Based)

Time Zone US Time Zones (EST-PST)

Reports To Admissions Director

Role Overview

We are seeking a sharp, composed, and highly structured Admissions Specialist to serve as the first point of contact for incoming referrals and patient inquiries. This is a full-time, high-volume role that demands the ability to assess each call quickly, gather the right information, and guide every interaction toward a clear, defined outcome. The ideal candidate thinks on their feet, stays calm under pressure, and brings a direct yet empathetic communication style to every conversation.

Experience in the recovery, addiction treatment, or behavioral health space is a significant advantage. You understand what it means to speak to someone in crisis - or to a hospital discharge planner trying to place a patient - and you know how to meet both with equal clarity and professionalism.

Key Responsibilities

- Inbound Call Management

- Serve as the primary point of contact for all inbound calls from hospitals, referral partners, families, and individuals

- Lead every conversation with a calm, structured approach and clear communication

- Ask targeted, relevant questions to assess the situation quickly and accurately

- Communicate program scope, eligibility, and limitations with honesty and confidence

Screening & Intake

- Conduct thorough eligibility screenings based on established program criteria

- Gather required information including medical history, functional status, insurance details, and discharge context

- Identify gaps, inconsistencies, or red flags in referral information

- Deliver clear determinations: appropriate for placement, not appropriate, or requires additional information

Referral Coordination

- Accurately document all referrals and intake activity in EHR systems, tracking tools, and spreadsheets

- Maintain real-time visibility into all referral statuses and ensure nothing falls through the cracks

- Follow up proactively on pending items and coordinate next steps including assessments and internal reviews

Process Execution & Problem-Solving

- Follow defined intake workflows and documentation standards where established

- Exercise sound judgment and creative thinking in situations that fall outside standard processes

- Escalate complex or unclear cases to appropriate team members without delay

- Think outside the box when patients or referral sources ask unexpected or non-standard questions

- Identify recurring gaps or process issues and flag them proactively to improve overall operations

External Guidance & Redirection

- Provide clear, honest direction when a caller's needs fall outside program scope

- Redirect callers to relevant external resources when appropriate

- Maintain a respectful, composed tone in emotionally charged or high-pressure interactions

- Avoid overpromising or creating false expectations at all times

Required Qualifications

- Prior experience in an admissions, intake, patient coordination, or case management role

- Strong ability to think on your feet and respond to unpredictable, high-pressure situations with calm and clarity

- Excellent verbal communication skills - clear, direct, and professional in all interactions

- Experience working with EHR platforms, CRM systems, or referral tracking tools

- Demonstrated ability to manage high call volumes while maintaining accuracy and professionalism

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

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

Preferred Qualifications

- Background in recovery, addiction treatment, behavioral health, or a closely related field - this is a strong plus

- Familiarity with clinical language, treatment levels of care, and insurance verification processes

- Experience handling emotionally sensitive conversations with individuals and families in crisis

- Demonstrated initiative and self-direction - able to work independently and take ownership of outcomes

Tools & Technology

- EHR / patient management systems

- Referral tracking tools and spreadsheets

- Google Workspace

- Slack, Zoom, and other remote collaboration tools

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.

We connect top talent with vetted employers, competitive pay, and real growth opportunities.