Admissions Coordinator

Admission Coordinator (Part-Time), 4:30pm-11:00pm
White Dove Detox - Layton, UT

Before anything else, this role comes down to a few non-negotiables: you have to be great with people, think critically in real time, and follow things all the way through.

Admissions can involve families in crisis, complicated insurance situations, medical questions, transportation issues, and a lot of moving pieces happening  need someone who can take ownership of a potential admission from the first phone call until the client walks through our doors.

This is not a position where you make a call, pass along information, and assume someone else will take it from there. If you start it, you stay on top of it. We need someone who notices what still needs to happen, communicates with the right people, follows up, and makes sure nothing gets dropped.

This is a part-time position with set hours (to be determined), with the potential for additional coverage as needed.

The Admissions Coordinator is the front line of our admissions process and often the first interaction a client or family has with us.

You will guide potential clients and their families from the initial phone call through admission. That means gathering information, helping determine whether we may be an appropriate fit, working through insurance and financial logistics, coordinating with our medical and clinical team, and making sure everyone involved knows what needs to happen next.

Just as importantly, you will help people feel comfortable and supported during what is often an overwhelming and emotional time.

• Answer incoming admissions calls and quickly build trust with clients and families
• Gather relevant medical, substance use, treatment, and insurance information
• Ask the right questions and recognize when additional information or clinical input is needed
• Coordinate insurance verification and communicate clearly with billing
• Work closely with nursing, medical, and leadership staff to coordinate appropriate admissions
• Follow every potential admission from the initial inquiry through arrival or final disposition
• Stay on top of outstanding items, return calls, follow up, and make sure nothing falls through the cracks
• Clearly communicate costs, expectations, timing, transportation needs, and next steps
• Coordinate admission logistics so clients and families know exactly what to expect
• Maintain strong relationships with treatment centers, hospitals, providers, interventionists, and other referral sources
• Document admissions activity accurately and keep the team informed
• Handle sensitive information professionally and maintain appropriate confidentiality
• Represent White Dove Detox in a way that is warm, professional, responsive, and trustworthy

• Exceptional people skills. You are warm, confident, personable, and able to connect with people quickly.
• Strong critical thinking. You can listen to a complicated situation, identify what matters, and figure out what needs to happen next.
• Excellent follow-through. You finish what you start. You don’t assume someone else handled it, and you don’t let things quietly fall off your radar.
• Ownership. When you are working an admission, you take responsibility for moving it forward and communicating with everyone involved.
• Organization. You can manage multiple potential admissions, phone calls, insurance issues, and follow-ups without losing track of details.
• Calm under pressure. You can work effectively with emotional families, urgent situations, and unexpected problems without becoming overwhelmed.
• Good judgment. You understand when you can solve something yourself and when a situation needs to be escalated to nursing, medical, billing, or leadership.
• Strong communication. You communicate clearly, promptly, and professionally with clients, families, coworkers, and referral partners.
• Experience in behavioral health, substance use treatment, healthcare, admissions, insurance verification, or a related field is preferred, but the right personality and skill set matter just as much.

Admissions is much more than answering the phone.

Someone may finally be willing to accept help after months or years of struggling. A parent or spouse may be making calls while scared, exhausted, and unsure what to do. Sometimes there is only a small window of opportunity to get that person into treatment.

The Admissions Coordinator helps turn that phone call into an actual admission.

The right person for this role understands that getting someone help requires more than starting the process—it requires seeing it through.