Admissions Coordination
Seamless scheduling, communication, and warm transfers that turn qualified inquiries into committed, compliant admits.
Overview
Admissions shouldn’t feel chaotic. Our Admissions Coordination service ensures every qualified lead transitions smoothly from intake to admission with no lost details, no missed handoffs, and full transparency.
MIMC acts as an extension of your admissions team — scheduling assessments, confirming pre-arrival logistics, and maintaining compassionate communication with patients and families until they’re safely admitted.
With consistent processes, compliant communication, and clear documentation, we help you deliver a better experience for both staff and patients.
How it works
How Our Process Works
Each coordination step is structured to keep your admissions pipeline moving quickly, ethically, and accurately.
1
Assessment Scheduling
We schedule assessments directly on your shared calendar and confirm times with patients or families, providing reminders and next-step instructions.
2
Warm Transfer to Clinical Team
Once triage is complete, our Care Navigators connect the patient with your admissions or clinical staff through a warm transfer — ensuring context and consent are preserved.
3
Pre-Arrival Coordination
We assist with logistics like transportation, documentation, and check-in guidance to reduce no-shows or last-minute confusion.
4
Ongoing Support & Updates
Our coordinators monitor every scheduled admission, sending daily summaries and follow-up status updates to your leadership team.
Manage
What We Manage
Our admissions coordination process is designed to be hands-on and proactive — removing friction from every stage of your intake flow.
- Appointment scheduling and confirmations
- Patient communication (voice, SMS, email)
- Transportation coordination or pickup logistics
- Document collection and checklist reminders
- Post-admission status updates
- Real-time communication with admissions leadership
Every touchpoint is tracked and auditable, so you always know where each patient stands in the intake process.
Compliance
Compliance You Can Trust
We operate with full transparency and compliance, safeguarding your operations and patient privacy.
- HIPAA Compliant: Secure scheduling tools, encrypted communications, and consent protocols.
- 42 CFR Part 2 Alignment: Sensitive SUD information handled under strict confidentiality.
- TCPA-Safe Messaging: Consent-based communication for reminders and updates.
- Documented Audit Trails: Every call, transfer, and update logged automatically.
- No Patient Brokering: Zero compensation for referrals — ever.
For more details, view our Ethical Intake & Marketing Code →
Ready to Grow Your Admissions Ethically?
Let’s talk about how MIMC can extend your admissions team and drive compliant census growth.
No commitments. Just an honest conversation about your goals and compliance needs.
Outcomes
Outcomes You Can Measure
When communication is seamless, your team performs better and your patients feel supported. MIMC’s coordination system improves speed, consistency, and satisfaction across every stage of intake.
- Reduced no-shows: Pre-arrival reminders and transport coordination keep patients on schedule.
- Faster admit turnaround: Less time between assessment and arrival.
- Improved team efficiency: Admissions staff focus on care, not logistics.
- Better patient experience: Compassionate updates ease anxiety during pre-admission.
- Full visibility: Real-time dashboards and daily summaries keep leadership informed.
Coordinated communication builds trust — and trust drives successful admissions.
Connections
Integrations & Handoffs
We work directly within your systems for a seamless experience.
Our coordinators can operate inside GoHighLevel, Salesforce, HubSpot, or your in-house CRM — updating notes, tracking tasks, and ensuring data continuity.
All information is transmitted securely via encrypted channels, with role-based access controls to protect PHI and sensitive records.
Use Cases
From first call to clinical handoff, our process fits your admissions model — whether you’re a single-site facility or a multi-location network.
- Detox & Residential: Manage arrival logistics and transport coordination.
- PHP / IOP Programs: Keep patients engaged between assessment and intake.
- MAT Clinics: Schedule recurring check-ins and medication follow-ups.
- Multi-Facility Networks: Unify scheduling and reporting across multiple programs.
MIMC coordinates communication so your admissions team can focus on what matters — patient care.
FAQs
Frequently Asked Questions
Yes. We integrate with your Google, Outlook, or CRM-based calendar to handle live scheduling.
We use HIPAA-aligned voice, SMS, or email (with consent) to confirm details and provide updates.
Yes, we assist with arranging or confirming transportation through your approved vendors or partners.
Absolutely. Daily and weekly summary reports detail scheduled admits, cancellations, and referral-outs.
Yes — our team supports treatment providers across all U.S. time zones.
Getting Started
What We Need From You
To begin coordinating admissions for your facility, we simply need:
A signed Business Associate Agreement (BAA)
Access to your scheduling system or shared calendar
Your admissions and communication protocol
Emergency contact or escalation procedures
Once provided, we’ll launch your coordination process within 72 hours.
Ready to streamline admissions and improve patient experience?
Let’s discuss how MIMC can enhance your intake process and reduce no-shows with ethical, compliant coordination.
No commitments. Just an honest conversation about your goals and compliance needs.