Admissions Coordinator

Job Description

Come Join Overstory Health as an Admissions Coordinator in Boston, MA

Overstory Health is a newly launched startup building world-class, patient-centric Partial Hospitalization (PHP) and Intensive Outpatient (IOP) programs for individuals with high-acuity mental health needs. Our mission is to make compassionate, connected behavioral healthcare more accessible when people need it most. With a clinical model validated by McLean Hospital, we provide comprehensive psychiatric, therapeutic, and community reintegration services that help individuals achieve stability, connection, and confidence both during and after the program. As a growing organization, we offer an exciting opportunity to shape our care model, contribute to our mission, and grow your career as we expand.

About the Role

We are seeking a dedicated and passionate Admissions Coordinator to join our team. As the first point of contact for prospective patients, you will play a key role in creating a welcoming and warm experience for patients seeing mental health care. Your role will be to foster a smooth, timely, and compassionate admissions and intake process for individuals seeking behavioral health treatment. You will work closely with the business development, clinical, and operational teams to create a seamless experience for our clients to get the compassionate care they deserve. The ideal candidate is organized, empathetic, detail-oriented, and thrives in a fast-paced, team-based environment.

Key Responsibilities

Serve as First Point of Contact for Referrals: Respond to inquiries from clients, families, and providers with empathy and professionalism, guiding them through the admissions process.

Collect and Manage Intake Documentation: Ensure all clinical, insurance, and consent forms are completed, accurate, and uploaded to the EHR system.

Coordinate Intake Assessments: Schedule assessments and ensure timely communication and preparation for both clients and providers.

Verify Insurance and Communicate Coverage Details: Confirm insurance eligibility and benefits, flag authorization requirements, and provide clients with clear financial expectations for the program.

Track Referral and Admissions Pipeline: Maintain organized records of referrals, follow-up status, and admissions outcomes to support operational reporting.

Collaborate Across Departments: Work closely with clinical, operational, and billing teams to ensure seamless transitions from inquiry to enrollment.

Ensure Compliance and Confidentiality: Adhere to HIPAA and Overstory's internal policies to protect patient information and uphold ethical standards.

What Success Looks Like

Clients, families, and referral sources report high satisfaction with their experience, citing professionalism, warmth, and clarity

Clinical and administrative staff are well-informed and prepared for each admission, thanks to proactive scheduling and thorough information handoffs

New clients are contacted within 24 hours of referral, feel supported throughout the intake process, and begin services without unnecessary delays.

All client records, insurance verifications, and intake forms are consistently accurate and organized, supporting clean claims and smooth care transitions.

Qualifications

Location: Lives in the Boston metropolitan area.

Schedule: Monday-Thursday, 8:30 AM - 5:00 PM (W2 position, full-time, up to 40 hours per week).

Education: High school diploma or equivalent.

Experience: Minimum of 1 year of experience working in a behavioral health or medical office setting (prior admissions or sales experience preferred).

Skills: Comfort with inbound and outbound phone calls and client outreach, strong customer service and communication skills, with the ability to multitask and manage a fast-paced environment.

Technology: Prior experience in CRM software preferred (e.g., Salesforce, Hubspot, etc.). Proficiency in Google applications, with a willingness to learn job-specific software (e.g., Slack, Zoom, Electronic Health Records).

Preferred: Experience working with medical professionals and confidence interacting with a diverse patient population.

Why Join Overstory Health?

Make a Meaningful Impact: Help create a welcoming environment that supports individuals during critical times.

Collaborate with Experts: Work alongside dedicated healthcare professionals passionate about improving mental health outcomes.

Grow with Us: Enjoy opportunities for career development and advancement as we expand.

Compensation & Benefits

Competitive base salary and performance incentives

Flexible time off policy (FTO)

Comprehensive health insurance with no waiting period (medical, dental, vision)

Short- and long-term disability coverage at no cost to employees

401(k) with company match up to 4% of income

Supplemental benefits

Full-time