Admissions Pre-Screening Specialist

Admissions Pre-Screening Specialist

Position Summary

**** This position is for 10am-7pm Friday-Tuesday shift ****

The Admissions Pre-Screening Specialist is responsible for managing the initial stages of the admissions process for both Outpatient (OP) and Residential Treatment Center (RTC) programs. This REMOTE role serves as the first point of contact for prospective clients, families, referral sources, and healthcare providers, ensuring timely engagement, accurate information gathering, and appropriate clinical pre-screening prior to admission approval and intake scheduling.

The Admissions Pre-Screening Specialist conducts preliminary assessments, gathers demographic, clinical, and insurance information, evaluates eligibility criteria, and coordinates with Admissions, Clinical, Medical, and Billing teams to facilitate admission decisions. This position plays a critical role in creating a positive first impression while ensuring prospective clients are matched with the appropriate level of care.

The Admissions Pre-Screening Specialist must be able to independently initiate and manage the pre-admission process from first contact through admission determination, while ensuring all required information is collected, documented, and communicated efficiently.

Key Responsibilities

Pre-Screening & Admissions Coordination

• Serve as the primary point of contact for incoming calls, referrals, website inquiries, and admission requests.
• Respond promptly to prospective clients, families, referral partners, hospitals, healthcare providers, and community organizations.
• Conduct comprehensive pre-screening assessments to determine clinical appropriateness and eligibility for services.
• Gather demographic, psychosocial, substance use, mental health, medical, legal, and treatment history information.
• Assess immediate client needs and identify potential barriers to admission.
• Educate prospective clients and families regarding available treatment services, levels of care, program expectations, and the admissions process.
• Explain the continuum of care and assist individuals in identifying the most appropriate treatment options.
• Coordinate admission consultations and facilitate communication between prospective clients and clinical staff when needed.
• Maintain ongoing communication with prospective clients and referral sources throughout the admissions process.
• Follow up on pending referrals, incomplete screenings, and admission opportunities to maximize conversion and continuity of care.
• Assist with urgent, same-day, and crisis admission inquiries when appropriate.

Clinical Pre-Screening & Documentation

• Complete preliminary clinical screenings and admission assessments in accordance with facility policies and regulatory standards.
• Gather and document information necessary for admission review and clinical decision-making.
• Identify exclusionary criteria, safety concerns, medical complications, or clinical needs requiring additional review.
• Present pre-screening information to Clinical, Medical, and Leadership teams for admission consideration.
• Ensure all required pre-admission documentation is collected, accurate, and complete.
• Accurately enter referral and screening information into the electronic health record (EHR/EMR) system.
• Maintain thorough documentation of all communications, referral activity, and admission outcomes.
• Ensure confidentiality and compliance with HIPAA and applicable privacy regulations.

Insurance Verification & Financial Coordination

• Collect insurance information and coordinate benefit verification prior to admission.
• Review insurance eligibility, benefits, coverage limitations, and authorization requirements.
• Communicate insurance information and financial expectations to prospective clients and families.
• Collaborate with Billing and Leadership teams regarding coverage concerns, authorization requirements, and financial arrangements.
• Assist uninsured or underinsured individuals in exploring available payment options and resources when appropriate.

Referral Management & Admissions Tracking

• Maintain referral databases, admissions pipelines, call logs, and tracking systems.
• Monitor referral activity and admission conversion metrics.
• Track pending admissions and ensure timely follow-up on all active opportunities.
• Document referral outcomes, barriers to admission, and disposition statuses.
• Generate reports related to referral activity, admission trends, conversion rates, and census projections.
• Assist leadership with forecasting admission volume and identifying process improvement opportunities.

Communication & Collaboration

• Serve as a liaison between prospective clients, families, referral partners, Admissions, Clinical, Medical, and Billing departments.
• Ensure accurate and timely communication regarding admission eligibility and next steps.
• Coordinate smooth transitions from pre-screening to formal admissions and intake teams.
• Escalate urgent clinical concerns, safety risks, or operational issues to appropriate leadership.
• Participate in team meetings, trainings, case reviews, and performance improvement initiatives.
• Support department goals related to admissions growth, responsiveness, client experience, and census management.

Education & Experience Requirements

• High School Diploma or equivalent (Required)
• Associate or Bachelor's degree in Behavioral Health, Social Work, Psychology, Healthcare Administration, or related field (Preferred)
• Minimum of 1 year experience in substance abuse treatment, behavioral health, healthcare admissions, call center operations, or related healthcare setting (Required)
• Previous admissions, pre-screening, intake, patient access, or referral coordination experience (Preferred)
• Experience with EMR/EHR systems; Lightning Step experience (Preferred)
• Current CPR Certification (Required)
• Valid Arizona Department of Public Safety Fingerprint Clearance Card (Required)
• Ability to pass a drug test (Required)

Work Environment

• Remote position within a fast-paced behavioral healthcare setting
• Frequent communication with prospective clients, families, referral partners, and healthcare providers
• High-volume phone, email, and electronic referral management
• Collaboration across multiple departments and levels of care, including OP and RTC programs
• Occasional after-hours or urgent admissions support based on operational needs

Essential Functions Statement

The duties listed above are illustrative and not exhaustive. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the role.

Language Skills

Ability to read and interpret documents such as safety rules, policy and procedure manuals, insurance verification requirements, and admissions protocols. Ability to write routine reports, correspondence, and accurate referral documentation. Ability to effectively communicate with prospective clients, families, referral sources, healthcare professionals, and leadership teams.

Acknowledgement

I have read and fully understand the requirements and responsibilities outlined in this job description. I understand these duties are essential functions of the position and agree to perform them in accordance with facility policies, procedures, and professional standards. I understand that all protected health information and facility information must remain confidential and may not be disclosed without proper authorization.

I understand that employment is at-will and may be terminated by either the employee or the facility with or without notice.

Pay: $42,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Paid sick time
• Paid time off
• Professional development assistance
• Vision insurance

Work Location: Remote