Bilingual Admissions Coordinator

Job Description

Job Description

Job Title - Bilingual Admissions Coordinator

Department - Admissions

Reports To – Director of Admissions

Position Summary:

The Admissions Coordinator is responsible for managing the admissions process from referral receipt through completed admission and scheduling of the Initial IRP. This role ensures accurate data entry, eligibility verification, authorization coordination, and timely communication across internal teams and external partners. Success in this role requires strong attention to detail, effective system navigation, and the ability to manage multiple admissions simultaneously while maintaining compliance and quality standards. Must be fluent in Spanish and English and willing to work full-time in-office.

Key Responsibilities:

Referral Receipt & Peer Engagement

• Receive and process new referrals via email, website submissions, fax, and phone.

• Promptly contact peers to begin the admissions process.

• Collect and accurately enter demographic and referral information.

• Create and maintain peer records in the company’s EMR and CRM in accordance with established workflows.

• Review records for duplicates prior to completion.

Peer Profile Setup & Documentation

• Complete peer profiles in EMR, including program selection, status, and required screening questions.

• Document preferred name and apply required profile warnings when applicable.

• Attach required documentation, including EVS (insurance verification).

• Assign programs and geo-areas as appropriate.

• Complete verbal releases (ROI) for providers, supports, and referral sources.

Eligibility Verification & Admission Readiness

• Determine eligibility for Peer Support Services.

• Verify mental health diagnoses, functional impairment, and provider availability for diagnostic scripts or evaluations.

• Confirm insurance coverage through PROMISE or applicable county funding sources.

• Obtain required diagnostic scripts and releases of information.

Authorization Management

• Request, track, and document authorizations for applicable payors.

• Accurately enter authorization and billing information into Credible.

• Attach proof of authorization to the peer chart.

• Ensure authorizations meet payor requirements for dates, units, and documentation.

Clinical Record Completion

• Enter diagnoses, insurance, and authorization details accurately in Credible.

• Ensure admission records are complete, compliant, and audit-ready prior to admission.

Scheduling & Care Coordination

• Schedule the Initial IRP with the assigned IRP Specialist.

• Assign appropriate staff within Credible.

• Ensure appointments are scheduled with correct service types, locations, and durations.

• Update referral notes and coordinate a smooth handoff to the clinical team.

Post-IRP Review & Admission Completion

• Monitor for completion of the Initial IRP.

• Review IRP documentation for accuracy, required elements, and signatures.

• Complete IRP collaboration with providers per ROI requirements.

• Update Salesforce and Credible to reflect admission completion and admission date.

Performance Expectations

• The Admissions Coordinator is accountable for timely, accurate, and compliant processing of all admissions.

• Performance in this role includes the expectation to track, maintain, and report admissions activity and outcomes through an established admissions scorecard.

• Success is measured by consistency, accuracy, collaboration, and adherence to organizational workflows and compliance standards.

Core Competencies

• Strong attention to detail and accuracy

• Ability to manage multiple systems and workflows

• Clear, professional communication

• Organization and time management

• Working knowledge of insurance verification, authorizations, and compliance

Additional Information

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Peerstar reserves the right to modify duties or assign additional responsibilities as business needs require.

Employment with Peerstar is at-will and is not intended to create a contract of employment. Duties, responsibilities, and requirements may change at any time to meet business needs.

Peerstar is an Equal Opportunity Employer and does not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law. Reasonable accommodations are provided in accordance with applicable law. Employment is contingent upon meeting all background, clearance, and credentialing requirements.