Rehab admissions software for coordinators
Long screening calls,
callbacks on timeLong screening calls, callbacks on time
RehabSignal is rehab admissions software for the admissions directors and coordinators of US addiction treatment centers. While one coordinator stays on a screening, the second call rings whichever coordinator is free, and each voicemail gets an owner and a callback time.
- Each voicemail becomes a callback with an owner
- A rebooking link after each no-show
Live in 14 daysMonth to month, no setup fee
- Call tracking by ad and partner
- Assessment links by text
- Source on every card
- Missed calls texted back
- Recordings under your BAA
At 2:10 a coordinator starts a screening with a caller and a parent on speaker, and it runs 40 minutes. Two callers reach voicemail and a web form comes in. On Friday's outbound count the coordinator looks slow, though that call became Thursday's admit.
Callbacks kept on a legal pad
Each voicemail has an owner
The on-call cell, then backup
Coordinators' daily screens
Three screens a coordinator opens every day
Each opens in a browser on the office computer, or in the staff app on a coordinator's phone.
Text a family from your phone with the staff app. It goes out under your center's line, and each reply shows on that inquiry's card.
A family books Thursday's 10:00 assessment from the link you texted. A reminder goes out the evening before, then two hours ahead, with the address and parking. A reply asking for a new time goes to the coordinator who screened the call.
After the screening, the caller is texted the pre-admission form to sign. Texts, calls, recordings and forms run in HIPAA mode, under a BAA your center signs with us.
Where admits stall
The no-show, the handover, the weekly numbers
Three points where a good week on the phones can still come up short.
Assessment no-shows
Three assessments on Thursday, one walked in
Mark the other two No-show. Each is sent a rebooking link from your center's number, and the owner gets call tasks for Friday and Monday. Both end once a new time is booked.
- Each no-show text stays neutral: no program, no treatment words
- Admit-day no-shows get the same series and tasks
The 7:00 a.m. handover
Each night call has a morning owner
The on-call coordinator's notes are on each card by morning. At 7:00 the day team pulls up the callbacks still open, by due time, and nobody asks what came in overnight.
- Reassign a card with one tap when someone is out sick
- The admissions director's morning view flags each callback past its due time
Coordinator numbers
Admits per coordinator, beside the call counts
The weekly report shows each coordinator's calls answered, time to first callback and admits, so long screenings get their credit.
- From the stages cards pass through, each coordinator and each source has an inquiry-to-admit rate
- Our team writes a summary each month, in plain words
Also included
- Ring groups for the admissions line
- Voicemails transcribed onto cards
- One-tap saved replies for common questions
- Click-to-call from cards
- Call recordings kept under your center's BAA
- Reminders when callbacks come due
What a coordinator reads before calling back
A parent who called Monday rings again on Wednesday. The caller's name comes up before anyone answers, and the card opens on Monday's screening notes, which program they asked about, the form's status and the callback's owner.
Wednesday, 4:00 p.m. Owned by the coordinator who screened Monday, with the form unsigned.
Callback dueAround each card
- Reports by coordinator Calls answered, callback times and admits per owner.
- The board Every inquiry, sorted by stage.
- Texting Two-way texts on the admissions number, with each reply saved to the card.
- Google reviews Asked of alumni and loved ones who agreed, only after discharge.
- Local search pages Program and city pages we write.
- Ads Run in your center's own ad accounts after LegitScript certification, every ad on its own number.
- Pre-admission forms Texted after the screening, signed on a phone.
Bring the call list you worked last week
Send last week's call list. On the demo we turn it into cards with owners and due times. All features on all plans; you pay by the number of staff logins, from $97 a month.
From the admissions office
Wendell H.Owner, residential, Asheville Admitsper coordinatorI used to grade coordinators on outbound calls. Now the report puts admits beside them, and the long screenings come out ahead.
Adriana C.Admissions director, Tampa 40 minuteson a screening, unrushedOur top admitter took 40-minute screenings and fell behind on callbacks. Now the second line rings another coordinator, and every voicemail comes back as a task.
Felix O.Clinical director, Columbus Signedbefore the family arrivesWhen a family arrives, consent is already signed, and the card says who screened the caller and what came up.
Colleen J.Alumni coordinator, Knoxville Same morningadded to the alum's cardWhen an alum calls the admissions line, I'm added to the card that morning, with the discharge on it.
Devin A.Business development rep, Austin No chasingfor a callback updateWhen a partner refers someone, the card shows who called back and when. I stopped chasing admissions for updates.
Joanna T.CEO, three sites, Denver 3 sitescompared each weekEach site's coordinators work their own board, and I compare time to first callback across all three.
Admissions questions
What coordinators ask us
Searching no-show, handover or insurance shows just those answers.
6 questions
Which coordinator owns an inquiry, and what's next?
Whoever took the first call, unless the admissions director reassigns the card. The card shows that owner and the next step's due time, with a reminder at that time.
Does it check insurance?
No. A caller can add a photo of the insurance card to the pre-admission form, and it goes to your center's own billing team. Everything about coverage stays with them.
Someone skipped the assessment. What now?
Mark the card No-show. A rebooking link goes to the person by text, the owner gets call tasks, and both stop when the assessment is rebooked.
What's on the board at 7:00?
Every inquiry by stage, last night's calls with notes and today's callbacks in order, each with its owner. The dashboard holds the census count.
Who called overnight, and what did the AI say?
The AI receptionist's calls sit on their cards, transcribed and summed up, with the program and the callback it booked. Callers hear at the start that it's your center's AI assistant.
Can my cell text as the center?
Yes. With the staff app, your cell texts under the center's line, never your own number.
People search for
Ask about your team
Megan answers at sales@rehabsignal.com: tell us how many coordinators you have and how your on-call phone works.
Megan AinsleyAccount manager
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