Admissions Coordinator at Mainspring Recovery – Triangle, Virginia

About Mainspring Recovery

Mainspring Recovery is a mission-driven behavioral health organization built on the belief that healing happens when the right people are in the room. We provide care across multiple levels, including Residential, Partial Hospitalization (PHP), and Intensive Outpatient (IOP), supporting individuals and families throughout the recovery process.

Every role at Mainspring, clinical and non-clinical alike, contributes to creating safe, structured, and effective environments where people can rebuild their lives. We invest in strong teams, clear systems, and thoughtful leadership, believing meaningful impact comes from doing the work well, supporting one another, and holding ourselves to high standards across the organization.

Admissions Coordinator

Reports To:
VP of Admissions and Utilization Review

Department:
Admissions

Location:
On-site, Triangle, VA

Employment Type:
Full-time | Hourly | Non-Exempt

The Admissions Coordinator is responsible for efficiently managing the intake process for clients seeking admission to the facility. This involves conducting initial screenings, verifying benefits, determining eligibility, scheduling admissions, and completing intakes. As a primary point of contact, the coordinator guides prospective clients, family members, legal entities, and referral sources through the intake process, providing information about the programs and services offered. The role requires strong communication skills, empathy, and the ability to work collaboratively with individuals in recovery and a multidisciplinary team of professionals.

• Handling Inquiries:
• Receive and process inbound inquiries and referrals from phone, web inquiries/chat, Alumni phone app referrals, fax, email, and Teams chat.

Managing the Intake Process:

• Assess potential clients' treatment needs.
• Complete preadmission screenings.
• Determine eligibility based on ASAM criteria.
• Verify benefits.
• Schedule admissions or assist with referrals to higher levels of care as needed.

Documentation:

• Collect required documentation such as medical records, identification, and insurance information.
• Maintain accurate and complete CRM and Electronic Medical records, including assessments, consent forms, releases, and other documentation in accordance with confidentiality regulations.

Financial Communication:

• Determine and communicate necessary finances due upon admission.

Relationship Management:

• Maintain positive relationships with potential patients, family members, referents, and other community members.

Teamwork:

• Support the admissions team in tracking bed availability and ensuring timely placement for qualified individuals.
• Follow up with daily scheduled admissions and intakes.
• Excel in teamwork, working in unison with all staff to ensure a positive client experience.

Customer Service:

• Provide compassionate, empathetic, knowledgeable customer service to a wide variety of people calling into the Admissions Center.

KPI Accountability:

• Review and be accountable for monthly departmental and individual KPIs, including:
• Turnaround time from first contact to admission.
• Conversion rate of inquiries to admissions.
• Average daily census.
• Number of admissions.
• Contact quality of handling calls.
• Average speed of answer.
• Client satisfaction survey scores.
• Completed documentation.
• Completed BAM-R assessments on admission.

Other Duties:

• Perform all other duties as assigned.

Minimum Qualifications

• High school or GED required.
• Associates or Bachelor’s degree in Human Service field with Addiction Credentials preferred.

• Prior experience working in an inpatient mental health/addiction treatment center preferred.
• Experience with an electronic medical record (EMR) system for documentation preferred.
• Experience working in a team setting.

• Understanding of 12 Step Recovery process.
• Proficiency in Microsoft Excel and Office.
• Ability to adapt and change focus to new tasks or goals.
• Ability to negotiate or overcome barriers.
• Attention to detail - documentation skills.
• Demonstrate excellent interpersonal communication skills.
• Ability to motivate those seeking treatment.
• Ability to connect and empathize with patients and families seeking treatment.

• Non-direct care position.
• Full time, 40 hours per week.

Mainspring conducts, as required, job-related background checks, drug testing, TB testing, verification of employment history, and/or reference checks prior to employment.

Mainspring is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status in accordance with applicable federal, state, and local laws.

EEO is the Law:
http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf