Admission Coordinator


JOB TITLE:  Admission Coordinator, QP (Qualified Professional)

JOB No./ID: Admin_1

JOB FUNCTION: Administration/Marketing

JOB LEVEL: Mid-level


EMPLOYMENT TYPE:  Full-time/Part-time/Contractor/Intern

REPORTS TO: Outpatient Director

LOCATION:  Charlotte, NC, USA

DATE LISTED: June 1, 2022

Summary and Corporate Profile:

Our client, a behavioral and mental health care provider based in Charlotte, North Carolina is currently seeking an Admission Coordinator.

The ideal candidate will be responsible for providing direct oversight and coordination to the admission process for new referrals and returning participants. Responsibilities include taking and receiving all referral phone calls, gathering clinical information, completion of admission packets, and scheduling of the initial Comprehensive Clinical Assessment for initial intake appointments. This person will enter and complete enrollment into the agency and Managed Care Organizations (MCO’s) systems, coordinate and scheduling intake with agency departments and will provide basic case management functions for referring and linking in the interim until participant is admitted to new service. This person will be responsible for maintaining regular communication and follow-up to outside referral sources, natural supports, and participants, complete tracking reports, and attend department meetings.

Role Description and Responsibilities

  • Provide oversight and implementation of the daily operations of the admission department

  • Implement and monitor all health and safety procedures established for staff and participant i.e., Flu season, COVID-19 etc. 

  • Answer, screen, and respond to all admission calls 

  • Daily scheduling of initial and returning admission appointments

  • Coordinate with program departments program intake

  • Assist with providing linking and referring to external services

  • Maintain strong relationships with referral sources

  • To assess for level or risk and safety concerns at initial scheduling of admission appointments

  • Ensure completion of intake and annual Consent Packets

  • Complete daily enrollment of new and returning participants into the Managed Care Organizations and agency system

  • Maintain frequent contact to MCO Care Coordinators, Court Representatives etc., as a representative of Amara Wellness. 

  • Assist with any development of Person-Centered Plans and Crisis Plans for initial intake into agency programs

  • Understand the NC Division of Medical Assistance Clinical Coverage Policies as it relates to enrollment and scheduling of participants

Administrative Responsibilities

  • Attend and actively participate in team and agency meetings

  • Attend and actively participate in individual supervisions

  • Complete and submit daily, weekly and or monthly tracking reports

  • Ensuring clinical documents are uploaded into agency system

  • Assist with developing and managing waitlist for outpatient services


Experience and Education

  • Human Service Degree with 2-years post bachelor’s degree work experience with adults and or children with severe and persistent mental illness

  • Non-Human Service Degree with 4-years post bachelor’s degree work experience with adults and or children with severe and persistent and mental illness

  • Completes and maintains all required trainings set forth by NC Division of Medical Assistance Clinical Coverage Policies related agency duties

  • Complete and maintain agency trainings

Technical Skills

  • Basic computer skills for using Microsoft Word

  • Ability to use Electronic Health Record system

  • Writing skills that include sentence structure, grammar, and use of clinical terminology


Employability Skills

  • Maintains a professional stance with other employees, participants, and all other stakeholders

  • Conflict resolution: problem-solving, conflict resolution, and use of constructive criticism

  • Empathy to colleagues, participants, and stakeholders

  • Able to communicate clearly clinical information in a timely manner

  • Motive and encourage others

  • Able to be self-directive in decision-making related to service delivery

  • Active listening 

  • Collaborate with others based on team model for service delivery

  • Build and foster relationships among colleagues and therapeutically with participants, supports, and stakeholders

  • Represent Amara Wellness professionally 

  • Be proactive in promoting one’s own self-care and management of stress

  • Ability to make professional adjustments with system changes on a macro-micro level

  • Complete any other duties as assigned and within scope of practice

  • Basic knowledge about severe and persistent mental illness and substance uses disorders

  • Understand the various levels of care based on the continuum of services

  • Flexible and willing to work in a fast-paced work environment

  • Meet NC standards for Qualified Professional (QP)

Supervisory Requirements

Per Clinical Coverage Policy 8A, 8A-6, and Agency Standards

Interacts with


  • Management

  • All staff


  • Clients/Patients


Please e-mail your CV & Cover Letter to us at with the subject 'Admission Coordinator QP’ or 'Admin_1'.

Please ensure that your CV demonstrates how your experience‚ skills and abilities meet the selection criteria set out above. We will ONLY contact candidates who meet our criteria for the above role description.