Client Coordinator​/Admissions

The Client Coordinator / Admissions staff member serves as a primary point of contact for individuals and referral partners seeking substance use treatment services. This role is responsible for coordinating admissions, managing referrals, ensuring accurate and timely completion of documentation, and maintaining clear communication with internal teams and external referral sources. The position plays a critical role in access to care, client engagement, and continuity of services.

• Serve as the first point of contact for individuals and community partners seeking treatment services.
• Communicate clearly and professionally with prospective clients regarding admission status, scheduling, and required documentation
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• Maintain timely and consistent communication with referral sources (e.g., courts, hospitals, DFPS, probation, community agencies) regarding referrals, admissions, waitlists, and intake outcomes.
• Manage online, phone, and email referrals and maintain an up-to-date referral and waitlist tracking system.
• Schedule intake appointments and maintain accurate calendars using Microsoft Outlook.
• Assist clients with completing intake paperwork and ensure all required documents are completed accurately and within required time frames.
• Enter, update, and maintain client information in CMBHS and other electronic health record systems in a timely and accurate manner.
• Prepare, organize, and maintain client charts in accordance with agency policy and regulatory standards.
• Complete and distribute required daily reports
• Notify management of admission status, documentation issues, or barriers impacting timely intake.
• Administer urinalysis in accordance with agency policy and procedures.
• Support compliance with confidentiality requirements under HIPAA and 42 CFR Part 2.
• Perform additional duties as assigned by the management team.

• Documentation is completed daily and within required timelines
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• Referral sources receive prompt, accurate, and professional communication
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• Client information is entered correctly and consistently across all systems.
• Admissions processes support engagement, access to care, and positive client experience.

• Ability to type a minimum of 30 words per minute.
• Strong organizational skills with attention to detail and deadlines.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and electronic health record systems.
• Excellent verbal and written communication skills.
• Ability to establish and maintain effective working relationships with clients, referral partners, and internal staff.
• Ability to maintain strict confidentiality of client and agency information.
• Ability to function effectively in a fast-paced, deadline-driven environment.
• Ability to follow oral and written instructions accurately.