Admissions Coordinator

Promptcare is seeking a detail-oriented Admissions Coordinator to support patient onboarding and care coordination. The Admissions Coordinator is responsible for scheduling and onboarding new patients, including ongoing adjustments as needed. This role works closely with intake, nursing, and pharmacy teams to ensure timely and efficient staffing. Key responsibilities include prioritizing patient needs, managing multiple calls professionally, and coordinating new referrals by gathering clinical documentation and initiating SOC paperwork. Strong communication and organizational skills are essential.

Reports to: Departmental Supervisor or Manager 

Job Type: Full-Time, Non-Exempt, Mon-Fri 

• Associate degree is preferred; however, relevant experience may be considered in lieu of formal education.
• Ability to multitask in a fast-paced environment
• Proficiency in MS Office Suite; CPR+ / CareTend experience is a plus
• Experience with electronic records and pharmacy order systems preferred
• Background in clinical, medical office, or specialty pharmacy settings strongly preferred
• Familiarity with insurance processes and healthcare professionals
• Experience with scheduling patients in the home and/or suite setting is strongly preferred
• Strong customer service and patient admissions experience preferred

Job Responsibilities, included but not limited to: 

• Manage communications via phone, email, EMR, and various apps to ensure accurate documentation and service coordination
• Schedule and update patient visits with nursing personnel and agencies; resolve conflicts and maintain visit logs
• Coordinate nursing contracts, authorizations, and agency documentation; screen and liaise with nursing agencies
• Serve as a communication bridge between pharmacy, nursing, and patients for delivery and care coordination
• Triage incoming calls and relay information to appropriate care team members
• Initiate and maintain patient documentation in Citus; confirm and update demographic details
• Support audits, journal entry preparation, and vendor discrepancy resolution
• Ensure compliance with PromptCare policies and all applicable regulations
• Participates in meetings and conferences as required, demonstrating flexibility with work hours
• Undertake additional responsibilities as assigned, including the ability to work extended hours with minimal notice when necessary

Physical Demands

The physical requirements listed here indicate what an employee must meet to effectively perform this role's essential functions. The employee frequently needs to communicate verbally, listen attentively, and spend prolonged periods sitting at a desk and working on a computer. The role also requires lifting files, opening filing cabinets, and bending or standing as needed.

Benefits & Perks 

• Comprehensive Medical, Dental, and Vision Package
• 401(k) Plan with Company Match
• Generous PTO: Vacation, Sick Time, Personal Days, and Paid Holidays
• Life Insurance: Standard coverage with optional enhancements
• Employee Assistance Program: Free counseling and coaching sessions
• Emotional Well-being and Work-Life Balance Resources
• Short & Long-Term Disability: Company-paid with optional supplements
• Accidental Death and Dismemberment Insurance
• FSA and HSA: Manage healthcare expenses
• Commuter Spending Programs
• Volunteer and Engagement Opportunities
• Employee Referral Bonuses
• Exclusive Discounts on entertainment, travel, and various other supplemental and cellphone plans

Equal Employment Opportunity 

The PromptCare Companies is committed to Equal Employment Opportunity (EEO) and prohibits employment discrimination on the basis of race, color, age, national origin, religion, gender, gender identity, sexual orientation, pregnancy, marital status, genetic disposition, disability, veteran's status or any other characteristic or classification protected by State/Federal/Local laws. We foster a work environment in which diversity and inclusion are embraced, people are hired and advanced on their merits, and employees are treated with mutual respect and dignity.