Admissions Coordinator

Admissions Coordinator – (Entry-Level / Training Provided) Company: Helping Hearts Senior Care Location: Birmingham ,AL (Office-based with occasional local outreach) Job Type: Full-Time Competitive entry-level hourly pay + Comprehensive benefits package About the Role At Helping Hearts Senior Care, we partner closely with state agencies, healthcare organizations, and community programs to provide essential home care services.

We are seeking an organized, detail-oriented Admissions Coordinator to serve as the operational liaison between our agency and external referral sources. In this role, You will be responsible for receiving referrals, processing authorizations, coordinating clinical staff for assessments, and collaborating with our staffing team to ensure seamless service starts.

No prior healthcare experience is required! If you are naturally organized, comfortable communicating with professionals by phone and email, and eager to learn healthcare workflows, we will provide full training on our industry software, documentation standards, and state programs. What You’ll Do Referral Intake & Processing: Review incoming referral packages sent by Medicaid Waiver and agency case managers; ensure all required authorizations and documentation are accounted for.

Professional Communication: Act as the dedicated point of contact for case managers—providing timely status updates, confirming client acceptance, and answering administrative questions. Clinical Scheduling: Coordinate and assign our RNs/LPNs to conduct required client assessments, monitoring deadlines to ensure assessments are completed on time.

File Setup & Status Tracking: Maintain accurate referral logs, process service holds or adjustments, and build electronic client files following training guidelines. Partner Relationship Building: Maintain positive relationships with external case management teams and occasionally represent Helping Hearts at local provider networking events.

What We’re Looking For Education: High School Diploma or GED required (Associate’s degree or administrative coursework is a plus). Trainability: Fast learner who takes thorough notes and is comfortable learning new software; we fully train on Axis Care and Medicaid Waiver processes. Professional Communication: Clear, confident phone and email etiquette suitable for communicating daily with case managers, social workers, and nurses.

Detail-Oriented & Organized: Ability to track multiple open cases simultaneously, meet deadlines, and keep records organized without letting details slip. Basic Tech Skills: Proficiency with computers (email, spreadsheets, document management, and data entry). Reliability: Strong work ethic, dependable attendance, and a valid driver's license with reliable transportation for occasional partner visits or community events.

What We Offer

Paid, hands-on training covering healthcare documentation, case coordination, and industry-standard software Competitive entry-level hourly compensation Comprehensive health, dental, and vision insurance Paid Time Off (PTO) and paid holidays Consistent, office-based business hours Room for career growth into senior intake, compliance, or operations roles within a mission-driven organization .