The Admissions Coordinator answers multi-Line telephones, screens and route calls and is the first contact for all parties seeking treatment.

Calls referrals and maintains a high contact to client ratio to support the census of the treatment center. Conducts phone assessment, pre-authorizations, and coordinates all facility appointments.

Completes admissions paperwork with all clients. Coordinates medical and psychological assessment with licensed staff. Authorizes insurance benefits, assures eligibility and makes financial arrangements with patients or family.

Works with substance abusers and their families, under conditions of crisis or stress, and must handle pressure. Possess professional attitude in all dealings with patients, their families, and staff.

Essential Duties :

• Reach out to prospects via phone and email.
• Learn about the clients we serve and how we serve them to be able to talk with potential clients, their families, friends, with an accurate understanding of how we help
• Qualify potential clients to see if they meet the requirements for residential treatment programming.
• Provide information about our program to potential clients and outbound referrals based on presenting information. Be able to identify when each is appropriate.
• Track and document admissions process - from initial call, up to intake, including admission in the CRM and spreadsheets.
• Conducts pre-admission assessments. Completes admission pre-certification as needed.
• Complete the admission process from client verification of Benefits (VOB) and pre-assessment to admission to the residential treatment program.
• Maintains communication and regular follow-up with outside referrals.
• Conduct timely follow-up with a sense of urgency as needed to ensure admission.
• Upon client intake discuss copays, deductibles, and self-pay financial agreements (if any) and ensure client signatures on financial agreements.
• Maintains constant communication with supervisor, communicating and problem solving via the chain of command.
• Maintain professional and positive attitude when working with callers / potential patients, and facility Intake Departments.
• Generates, guides, and leads independent discussions with referral sources for client support, conflict resolution and business development with other treatment and healthcare professionals
• Works closely with other department as well as external parties to ensure the timely admission of clients.
• Screens calls from referrals and sets up transportation for admission.
• Maintains a waiting list for admissions and stays in contact with potential candidates to facilitate admissions.
• Other duties as assigned

This job description is not intended to be all-inclusive.

Employee may perform other related duties to meet the ongoing needs of the hospital.

Requirements

Education and / or Licensure Highschool diploma or GED required.

Experience Minimum of 1 year work experience in the field of substance abuse or mental health. Experience in intake / admissions preferred.

Additional Requirements Bi-lingual (English / Spanish) a plus. Must obtain and maintain approved CPR certification, de-escalation training, and CPI training.

Knowledge Skills and Abilities

• Must have basic PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word and Excel and the ability to type a minimum of 30 words per minute.
• Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills;

Cultural sensitivity and demonstrated ability to work with diverse people groups.

• Well-developed verbal and written communication skills in English; Additional language abilities desirable. Ability to work well under pressure with minimal supervision.
• Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organization
• Ability to apply time management practices to prioritize, schedule and complete work effectively to comply with mandated policies and deadlines.
• Maintains a cooperative and positive attitude and approach with patients, family members, staff and visitors.
• Knowledge of policies regarding the use of tobacco products, illicit or licit drugs brought into the program.
• Knowledge of the Intake assessment process, transition criteria and procedures.
• Critical thinking skills and ability to resolve complex issues within the department.
• Ability to accurately enter data, prepare and maintain records, files, and reports.
• Outstanding skills in giving attention to details with display of dexterity in maintaining confidentiality
• Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
• Must be able to work productively with other department heads and personnel.
• Ability to work with professionals from many outside partners and organizations.
• Usually works forty (40) hours per week, including weekends.
• Ability to successfully manage conflict, negotiating win-win solutions.
• Must be able to multi-task, prioritize with strong time management skills.
• Exceptional follow through on tasks and assignments.
• Other duties as assigned.

Physical Requirements / Environmental Conditions

Perform the following with or without reasonable accommodations :

• Ability to stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, grasp, and be able to perceive the attributes of objects such as size, shape, temperature, and / or texture by touching with skin, particularly that of the fingertips.
• Ability to express and exchange ideas via spoken word during activities in which they must convey detail or important spoken instructions to others accurately, sometimes quickly and loudly.
• Hearing to perceive the nature of sound with no less than 40 db loss @ Hz, 1000 Hz, and 2000 Hz with or without correction;

ability to perceive detailed information orally and make fine discriminations in sound.

• Perform repetitive motions with wrists, hands, and fingers. Individual must be able to exert up to 100 pounds of force occasionally and to be able to lift, carry, push, pull, or otherwise move objects.
• Work requires a minimum standard of visual acuity with or without correction that will enable people in the role to complete administrative and clerical tasks, as well as inspect and analyze.
• Must be able to work and concentrate amidst distractions such as noise, conversation and foot traffic; ability to handle interruptions often and be able to move from one task to another

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401K Retirement Plan
• Healthcare Spending Account
• Dependent Care Spending Account
• PTO Plan with Holiday Premium Pay
• Life Insurance (Supplemental Life, Term, and Universal plans are also available.)
• Short and Long-Term Disability (with additional buy-in opportunities)

Last updated : 2024-05-15