An admissions coordinator is in charge of admissions to a facility, department, or business. They act as points of first-contact in health and higher-education settings for patients, parents, and students. Typical duties for admissions coordinators include front desk assistance, dealing with queries and complaints, assisting with paperwork, and answering questions.
Successful admissions coordinators are organized and efficient, with excellent communication skills. They must be willing to work in a team, as they will be planning events and other important dates with the admissions team. Working in a fast-paced environment, the ability to meet deadlines and remain calm despite disruptions is crucial for an admissions coordinator.
Sample job description #1
The Admissions Coordinator – (Hospital Onsite) – Full Time is responsible for obtaining and verifying demographic information, insurance benefits and eligibility. Assigns the correct medical record and account number; therefore, providing a database which ensures accurate billing and clinical information. This position performs any and all job-related duties as assigned.
Duties to include but not limited to
- Responsible for obtaining complete and accurate demographic and financial information from a variety of sources, including patient interviews physician offices and in-house departments.
- Obtains required signatures on legal consents and insurance forms.
- Performs required pre-certification, credit referral or deposit collection. Enters data in computer and thoroughly documents any incomplete admissions/registrations in manner prescribed. Obtains pre-certification, referral or authorization number and updates patients file.
- Notifies patients, family members, physicians and/or supervisors of insurance coverage issues, notifies patients of co-payments, deductibles or deposits needed, documenting all information in computer system.
- Reviews Physician’s orders for completion and ensures all required information is listed.
- Completes Medicare Compliance and obtains ABN if necessary.
- Knowledge of all Federal, State and Local Laws pertaining to insurance rules and regulations.
- Maintains multiple computer systems.
- Maintains positive customer service at all times, referring unresolved issues to appropriate supervisor.
- Answers telephone calls. Follows pre-established script and provide assistance to callers.
- Completes all shift duties in a timely and accurate manner.
- Complies with all safety regulations, policies and procedures as defined by Customer.
- High School Diploma or equivalent required.
- 1 year experience in a hospital setting or medical office utilizing insurance websites.
- Ability to type a minimum of 35 WPM.
Sample job description #2
We are currently seeking an Admissions Coordinator to join our team at our (City) Campus. You will be responsible for maintaining accurate and complete records for new students. This position assists the Director of Admissions in data management, including lead and interview transcript management, enrollment and proof of graduation (“POG”) tracking, whiteboard updating and all campus reporting. This position also assists the Director of Admissions in financial aid follow up, orientations, open houses and career days, as well as all administrative duties that pertain to new student starts. This position also assists in maintaining all forms and essential paperwork for the smooth operation of the Admissions Department.
Your day to day functions will include
- Work with admissions representatives on student applicant issues and ensure completeness of enrollment paperwork and policies.
- Liaison between Admissions, Student Financial Services, and Education Departments.
- Work with Admissions Staff to ensure prospective students complete their Financial Aid packaging.
- Ensure the letter series is followed.
- Ensure certificates of enrollment are completed.
- Maintain the Financial Aid appointment calendar for admissions and Student Services Department.
- Follow up with students regarding missed appointments or pending documents.
- Prepare Orientations.
- Coordinate with Department heads on timing and agenda.
- Prepare all visuals and videos.
- Ensure maintenance of all collateral.
- Prepare and maintain sign in sheets for start day.
- Follow up with students to make sure they attend the orientation.
- Assist the Director of Admissions in management with respect to obtaining data for reporting purposes such as:
- Campus Reports
- Seat availability
- All Transcript reports
- Whiteboard data
- POG and ATB tracking
- Is the point of contact person for obtaining POG documentation.
- Ensure ATB students are tracked according to required standards.
- Consistent follow-up with all enrollments to assure successful start and completion.
- Ensure all new students have a valid POG before start.
- Working through selected agencies to obtain POG.
- Secure POG for all new students on or before start.
- Conduct all activities in accordance with the highest ethical standards. Adhere to all state and federal accreditation and institute rules and regulations regarding student recruitment.
- Other duties as assigned.
- Solid understanding of the education admissions process
- Excellent communication and interpersonal skills, including superior problem solving and conflict resolution skills
- Enrollment organizational skills
- Able to work with people from a variety of diverse social and economic backgrounds
- Ability to work independently and adapt to change
- High energy, assertive, results driven and highly ethical
- Computer proficiency in Word, PowerPoint and excel a must
- Demonstrate excellent verbal and written communication skills
Sample job description #3
The Admissions Coordinator will facilitate and evaluate therapeutic, medical and financial arrangements of incoming chemically dependent patients and/or family members.
- Provides appropriate orientation to program aspects post admission, including documentation and data input into computer system.
- Assures prompt responses to patient needs, reviews and maintains all documents and departmental logs, and ensures fair distribution of patients to physicians.
- Provides telephone and in person assessments and, initial contact with referral sources and potential patients, coordinates the referral and intake process, determines appropriate level of care and maintains communication with referral sources, families, patients and unit staff.
- Collects and analyzes data related to departmental performance indicators.
- Assists counselors and other senior program staff in crisis intervention as needed.
Education and experience
- CADC or one of the following licenses: LSW, LCSW, LPC or LCPC preferred
- Minimum of 1 years of experience working in admissions or in substance abuse services
- Knowledge of HIPAA policies and procedures
- Proficient with Microsoft Office.
- Strong communication and negotiation skills.
- Job Knowledge: Understands duties and responsibilities, has necessary job knowledge, has necessary technical skills, understands company mission/values, keeps job knowledge current, is in command of critical issues.
- Decision Making: Uses effective approaches for choosing a course of action or developing appropriate solutions and/or reaching conclusions; take action consistent with available facts, constraints, and anticipated consequences.
- Customer Service: Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer within the resources that can be made available.
- Communication and Interpersonal Skills: Communicate information to individuals or groups; clearly and concisely convey information orally or in writing to individuals or groups to ensure that they understand the information and the message. Listen and respond appropriately to others. Ability to establish effective working relationships that foster organizational success.
- Quality of Work: Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.
Sample interview questions
- How do you conduct yourself when dealing with a difficult client or student?
- What do you think is a good method of maintaining your focus while having to deal with multiple tasks?
- In your opinion, what is needed to create and maintain an efficient admissions process?
- What administration software are you familiar with?
- What is your experience working with college admissions databases?
- What strategies do you use on a daily basis to effectively manage your workload?
- What are some of the most important qualities that an admission coordinator should have?
- Provide an example of a time when you had to deal with a difficult student and explain how you handled the situation.
- When meeting with a student for an admissions interview, what is the first thing you do?