Intake​/Admissions Administrator

Intake/Admissions Administrator

Location:

Coastal Oaks Recovery, Port Royal, South Carolina

Weekends;
On‑call evening availability

Located in the heart of the Low country in South Carolina, Coastal Oaks Recovery is a 72‑bed substance‑use treatment center serving adults aged eighteen and older. Nestled on five serene acres near the coastal waters and wetlands of Port Royal, Coastal Oaks provides a tranquil environment for individuals suffering from addiction to stabilize and embark on their journey toward recovery and wellness.

At Coastal Oaks Recovery, we are committed to delivering compassionate, patient‑centered care supported by a multidisciplinary team of professionals. The Director of Intake/Admissions plays a pivotal role in ensuring that every new patient’s journey begins with seamless and supportive processes.

The Intake/Admissions Administrator is responsible for all intake and admission functions, ensuring compliance with facility policies and regulatory standards. This role involves maintaining exceptional patient and community satisfaction, and ensuring effective communication with referral sources, insurance providers, and internal departments.

• Provide assistance to admissions staff.
• Ensure compliance with facility policies and procedures during the admissions process.
• Work collaboratively with the Director of Intake/Admissions to assign incoming patients to appropriate units, bedrooms, and beds.

• Coordinate and schedule pre‑admission screenings and assessments via phone, internet, or in person.
• Conduct or oversee client pre‑admission screenings and assessments, ensuring clinical and financial criteria are met.
• Obtain necessary consents, identifications, and financial documents to complete the admission process.
• Maintain a log of potential admissions and manage the waiting list when applicable.

• Serve as a primary liaison with patients, families, referral sources, and other healthcare providers.
• Forward financial coverage information to the billing department and verify insurance as needed.
• Communicate effectively with internal departments, including Nursing, House Supervisors, Admissions Specialists, and Business Office, to coordinate all aspects of intake and admissions.
• Act as a prime source of information for referral agencies, courts, and the general public.

• Maintain referral source data in Coastal Oaks’ CRM, including data entry and monitoring of call tracking metrics.
• Develop customized reports to measure and quantify performance for intake, admissions, and marketing activities.
• Ensure the maintenance and balancing of Daily Census Reports and distribute as necessary.
• Ensure all records and statistical information are accurate and up‑to‑date.

• Provide community awareness education and in‑services on behalf of the facility.
• Positively represent Coastal Oaks Recovery in interactions with patients, families, and the community.

• Create and implement consents and financial documents as needed for admissions.
• Assist with the coordination of transportation for patients as part of the admissions process.
• Respond promptly to telephone inquiries and follow‑up communications.
• Participate in staff meetings, in‑service trainings, and other educational opportunities.
• Perform other duties as assigned by the Vice President of Clinical Operations.

• Strong organizational and leadership skills.
• Ability to effectively communicate with patients, families, staff, and external partners.
• Proficiency in CRM platforms, such as Salesforce, and experience creating performance reports.
• Familiarity with insurance verification processes and financial arrangements.
• Ability to work collaboratively in a fast‑paced, multidisciplinary environment.

• Bachelor’s degree in Healthcare Administration, Human Services, Social Work, or a related field, preferred.
• Preferred:
  Minimum of five years of experience in intake, admissions, or a related role, preferably in a…