Office Admissions Coordinator

Are you interested in and passionate about helping support women in their recovery process? Crossroads is looking for you! We are a leader in treating women and their families with addiction and co-occurring mental health disorders.

Crossroads serves adult women in two residential treatment programs, a women’s sober living facility, and men and women in one outpatient facility, all located in southern Maine.

All of Crossroads’ clinical programs are evidence based and incorporate a trauma informed focus to support each client in their recovery journey.

The Office Admissions Coordinator is an integral member of the admissions team supporting the overall administrative functions of the office. As the first point of contact, this role is responsible for supporting the initial intake process for clients, within the continuum of care, by gathering necessary information, verifying eligibility, scheduling appointments, and completing administrative tasks. This position ensures that all incoming clients receive the necessary information and support to facilitate a smooth experience.

By maintaining accurate records and coordinating with various departments, the coordinator helps streamline operations and improve client satisfaction. Recent administrative experience is strongly preferred.

• Provides a positive, professional welcome, and support to all clients and guest
• Manages the client intake process, including scheduling appointments and collecting necessary documentation
• Provides overall administrative support to the organization
• Supports incoming calls to the agency, redirecting calls appropriately
• Monitors general voicemail mailbox and re‑distributes messages to rightful recipient
• Navigates and utilizes electronic health record (EHR) efficiently
• Tracks client’s portal access and portal request to clients receiving OP services
• Updates scheduling systems with appointments and cancellations
• Assists clients in insurance/ behavioral health care coverage transactions
• Creates, maintains and updates client documentation, waiting lists, and appointment schedules
• Performs billing related functions; communicates with internal and external systems
• Oversees office supply inventory and purchasing for Crossroads
• Works with clinical and leadership staff to maintain asmooth, efficient operation; record keeping, scheduling, office assignments etc
• Adheres to all agency policies, procedures, and protocols
• Assists with theintakeandadmission process for all clients
• Ensures client paperwork is received and processed accurately
• Support admissions functions including but not limited to level of care screenings as directed by leadership/supervisor
• Fulfillsallagencymedicalrecordsrequest timely
• Supports the accomplishment of goals and milestones as determined by the organization strategic plan
• Models the values and commitments of the organization
• Performs additional responsibilities as assigned and relevant to the support of the organization

• High school diploma or equivalent; associate's or bachelor's degree in behavioral health administration or related field preferred
• Proven experience in a behavioral healthcare setting in admissions or administrative services
• Strong organizational skills and attention to detail

• Experience with electronic health record (EHR) systems
• Knowledge of healthcare regulations and compliance standards

The required skills for this position include strong communication and interpersonal abilities, which are essential for interacting with patients and their families. Organizational skills are utilized daily to manage multiple admissions and maintain accurate records efficiently. Attention to detail is critical when verifying patient information and ensuring compliance with healthcare regulations. Preferred skills, such as familiarity with EHR systems, enhance the coordinator's ability to streamline processes and improve data management.