Admissions Coordinator

Description

About Maryland Wellness

Maryland Wellness is a behavioral and mental health organization dedicated to making high quality, compassionate care accessible to the people and communities we serve across Maryland. We believe care starts with the very first conversation, and we build teams where staff are valued, resourced, and set up to do their best work.

At our Baltimore location, we are committed to serving a community that knows who shows up for it. People here are direct, loyal to their neighborhoods, and quick to tell the difference between someone who is present and someone who is passing through. As the first face and first voice of care, you will help the people of Baltimore get through the door without delay and feel like they belong the moment they arrive.

Summary of Position

The Admissions Coordinator plays a key role in ensuring timely, seamless entry into care at Maryland Wellness. This position is responsible for managing all aspects of client registration, serving as the first point of contact for new clients and referral sources. The Coordinator ensures quick response to all referrals, supports enrollment across multiple programs, and works to address barriers to care by leveraging agency and community resources. By using information gathered during the admissions process, the Coordinator helps align clients with appropriate clinicians and services to support long term success in care.

Requirements

Essential Duties and Responsibilities

Referral & Registration Management

• Respond promptly and professionally to all incoming referrals, ensuring timely registration of new clients.
• Serve as the primary contact for referral partners, coordinating introductions with the Outreach team for new or expanded partnerships.
• Track referral sources and follow up to strengthen relationships and improve referral pipelines.
• Educate clients and families on available services and programs to support enrollment across multiple service lines.
• Greet and check in clients upon arrival.
• Be available to attend outreach events to complete on site registrations.

Client Access

• Conduct insurance verification and coordinate any insurance needs to ensure clients can begin care without delay.
• Complete required paperwork including consents, billing information, and Releases of Information (ROIs), ensuring compliance with privacy regulations.
• Provide clear explanation of billing policies, patient rights, and available supports.
• Introduce clients to Maryland Wellness programs, completing the welcome packet and ensuring clients understand available resources.
• Schedule required assessments immediately following registration and reschedule any no show appointments.
• Manage any admission projects assigned by leadership.

Barrier Resolution & Client Success

• Identify barriers to care (transportation, insurance, documentation, communication, etc.) and proactively work with clients to resolve them.
• Utilize internal and external resources to address obstacles, ensuring equitable access to care.
• Use information gathered during the admissions process to help align clients with clinicians who are a strong fit for their needs and preferences.
• Coordinate internal referrals to additional programs, promoting comprehensive care and continuity of services.
• Monitor clinician capacity and trends in client needs to share with manager for leadership discussion and decision making.

Administrative & Compliance Responsibilities

• Enter and update client information accurately in the electronic medical record (EHR) system.
• Maintain accurate and organized records of client interactions in compliance with regulatory standards.
• Log all communication and attempted communication with clients or referral sources in the EHR.
• Support facility/office needs including cleaning, event support, organizing, and minor maintenance/supply needs.
• Open and close the office daily.
• Other duties as assigned.

What We Offer

• Generous Paid Time Off: 120 hours of PTO annually, plus 9 paid holidays each year
• Comprehensive Medical Coverage: ICHRA plan with employer reimbursement, giving you flexibility in choosing the coverage that fits you
• Life Insurance: Automatic enrollment into MDW’s Term Life Insurance Plan at no cost to you
• 401(k) Retirement Plan: Eligible the first of the month following 30 days of employment, with a discretionary company match available after one year of service
• Employee Assistance Program (EAP): Free, confidential support available to you and your household for the professional and personal challenges that come up in life
• Annual Incentive Plan: Eligible employees have the opportunity to earn additional incentive compensation on top of base salary
• In office training and structured onboarding, including a supported 90 day introductory period as you settle into the role
• Ongoing professional development and growth opportunities
• A collaborative, mission driven team environment, where staff are valued, resourced, and set up to do their best work