Admissions Coordinator

The Admissions Coordinator serves as the first point of contact for individuals seeking residential treatment services. This role ensures a compassionate, efficient, and compliant admissions process from first inquiry through intake. The Admissions Coordinator gathers preliminary demographic information, verifies eligibility, coordinates pre-admission screenings, and ensures a smooth transition into the program.

Key Responsibilities

• Serve as the initial point of contact for individuals seeking treatment, providing a welcoming, compassionate, and professional introduction to Wildwood Recovery Center.
• Answer incoming admission calls, conduct preliminary screenings, and gather information to determine eligibility for services.
• Schedule intake assessments and coordinate admission appointments.
• Collect and verify required admission documentation, including identification, insurance, medical history, mental health history, legal status, and substance use history.
• Complete pre-admission medical, clinical, and safety screenings in accordance with facility protocols and escalate concerns to the appropriate clinical staff.
• Greet new clients upon arrival, complete admission paperwork, obtain required signatures, and provide an orientation to program expectations, rights, and facility policies.

• Ensure accurate and timely entry of client information into the electronic health record (EHR).
• Obtain, manage, and maintain Release of Information (ROI) forms in accordance with HIPAA, 42 CFR Part 2, Joint Commission, and DBHDS requirements.
• Ensure all admission documentation, consent forms, client rights, orientation checklists, and payer requirements are completed accurately and timely.
• Maintain complete and accurate records of client interactions and admission activities.
• Protect client confidentiality and adhere to all applicable federal, state, and organizational privacy standards.

• Provide information to prospective clients, families, referral sources, and community partners regarding services, admission criteria, and the treatment process.
• Communicate effectively with clients and families to ensure a smooth transition into treatment.
• Offer empathetic, trauma-informed support to individuals experiencing crisis or uncertainty while encouraging engagement in treatment.
• Coordinate appointments and ensure clients understand next steps prior to admission.
• Deliver a welcoming, respectful, and person-centered admission experience that reflects Wildwood Recovery Center's mission and values.

• Collaborate with clinical, medical, nursing, operations, and care coordination teams to ensure readiness for incoming admissions.
• Assist with assigning clients to appropriate programs, providers, and levels of care as directed.
• Communicate admission updates, scheduling changes, and client needs with the interdisciplinary treatment team.
• Participate in staff meetings, training, and continuous quality improvement initiatives.
• Support ongoing operational and admissions workflow improvements to enhance the client experience and organizational efficiency.

Our Mission

Helping people overcome addiction so each person thrives and builds a healthier, more meaningful life.

Our Values

THRIVES reflects the core values that guide how we serve our clients, support our staff, and shape our culture and standards of care.

• Trust: We do what we say. Consistency builds trust.
• Hospitality: We treat everyone with dignity and respect.
• Responsibility: We own our work and follow through - and we don’t make excuses.
• Integrity: We do the right thing, always.
• Value-Driven Care: We deliver care that truly makes a difference.
• Excellence: We strive to improve every day and we don’t cut corners.
• Safety: We maintain a structured, high quality environment that prioritizes the safety and support of both clients and staff.

Why Work at Wildwood Recovery Center?

• Be part of a supportive team that helps individuals on their journey to recovery and wellness.
• We offer flexible scheduling from some positions and a supportive environment that values the well-being of our employees.
• We are committed to fostering personal and professional growth within our team. Wildwood Recovery Center creates opportunities for employees to take on new responsibilities and grow within the recovery community.
• Wildwood Recovery Center recognizes that relevant experience may substitute for formal education requirements when not required by regulation and/or credentialing.

What You Can Expect from Us

At Wildwood Recovery Center, our THRIVES values guide how we support our team and operate every day. We are committed to:

• Providing the tools, training, and leadership support you need to succeed and grow in your role.
• Operating a reliable, well-structured program that promotes quality care, stability, and long-term success.
• Recognizing and rewarding meaningful contributions while prioritizing internal advancement based on merit and performance.
• Maintaining open communication and a respectful, psychologically safe workplace grounded in trust, excellence, accountability, compassion, hospitality, and safety.

What We Expect from You

• As an employee at Wildwood Recovery Center, you are expected to:
• Execute your responsibilities accurately, efficiently, and with a strong sense of ownership.
• Collaborate professionally with colleagues and leadership to strengthen team performance and culture.
• Treat clients, families, and team members with dignity, respect, and professionalism at all times.
• Actively support a safe, structured, recovery-focused environment where both clients and staff can thrive.

About Wildwood Recovery Center

Wildwood Recovery Center is a compassionate, client-centered treatment facility located in Clintwood, Virginia that is dedicated to helping individuals reclaim their lives from substance use and co-occurring mental health disorders. We believe that recovery is possible for everyone and are committed to providing evidence-based care, education, and peer-driven support in a safe and nurturing environment. Our multidisciplinary team works collaboratively to foster healing, growth, and long-term wellness through personalized treatment and community connection.

Experience/Education

• A high school diploma or GED (minimum).
• Bachelor’s degree in psychology, social work, or a related field (preferred).
• Previous experience in an intake, case management, or administrative role within a behavioral health or substance use treatment setting (preferred).
• Familiarity with outpatient treatment programs and services, including medication-assisted treatment (MAT).
• Equivalent experience may be considered.

Skills/Abilities

• Excellent interpersonal and communication skills, with the ability to build rapport and trust with clients.
• Strong organizational and multitasking abilities, with attention to detail in documentation and scheduling.
• Proficiency with electronic health record (EHR) systems and general office software.
• Empathy, patience, and a nonjudgmental attitude toward individuals in recovery.
• Ability to work collaboratively in a team-oriented environment.
• A strong commitment to professionalism and confidentiality.