Admissions Coordinator

Company Description

Advocate Support Services, Inc. is dedicated to providing psychiatric rehabilitation services to adults living with mental illness. The organization focuses on supporting individuals in their recovery journey, promoting independence, and enhancing their overall quality of life. Through education and advocacy, Advocate Support Services empowers its clients to achieve personal growth and success in their daily lives.

Reports To: Program Director

Location: Business office, home, community

Salary: The salary range for this position is $45,000 - $55,000 per year, depending on experience and qualifications, which is competitive with the region.

Hours of Work: Work Schedule: This is a full-time position, working an 8-hour shift Monday through Friday, between the operational hours of 8am – 6pm. As a salaried position, employees are expected to adhere to their scheduled shifts to ensure availability and responsiveness to stakeholders. This salaried position is exempt from overtime.

Performance Expectations:

• Coordinate/complete a minimum of 10 intakes per week.
• Prioritize intake scheduling and completion as the primary focus of daily tasks.
• Meet or exceed monthly admissions targets, as set by the program.
• Maintain a high level of customer satisfaction, as measured by client and referral source feedback.
• Ensure accurate and timely completion of admissions paperwork and documentation.
• Develop and maintain strong relationships with referral sources, including hospitals, clinics, and community organizations.
• Collaborate effectively with the clinical team to ensure seamless transitions for new clients.

KPIs:

• At least 10 completed intakes per week.
• Pre-authorizations fully approved at 85% or greater.
• 90% or higher client satisfaction for entrance surveys.
• Stakeholder survey satisfaction at 85% or higher related to intakes and admissions.
• Pre-authorizations submitted within 48 business hours of each intake appointment.

Skills and Competencies:

• Excellent communication, interpersonal, and customer service skills.
• Ability to work in a fast-paced environment, prioritizing multiple tasks and deadlines.
• Strong organizational and time management skills, with attention to detail and accuracy.
• Familiarity with electronic medical records (EMRs) and Microsoft Office Suite.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of Maryland State Healthcare regulations, CARF standards, HIPAA, and Maryland's Administrative Service Organization rules and regulations.

Role-Related Responsibilities:

• Coordinate the admissions process, from initial inquiry to program enrollment, ensuring a smooth and efficient experience for clients and referral sources.
• Conduct initial screenings and assessments to determine program eligibility and suitability.
• Schedule intake appointments promptly and follow up to ensure completion.
• Gather and review client information, including medical history, treatment plans, and insurance benefits.
• Verify insurance coverage and obtain necessary authorizations.
• Prepare and submit admissions paperwork, including consent forms, treatment plans, and other required documents.
• Develop and maintain relationships with referral sources, including hospitals, clinics, and community organizations.
• Provide education and support to clients and families regarding program services and expectations.
• Collaborate with the clinical team to ensure seamless transitions for new clients.
• Maintain accurate and up-to-date records, including client files and admissions data.
• Participate in quality improvement initiatives to enhance the admissions process and overall client experience.

Additional Requirements:

• This position description is subject to change, as necessary, to meet the evolving needs of the program.
• The Admissions/Intake Coordinator is expected to adhere to all company policies, including those related to confidentiality, HIPAA, and Maryland State Healthcare regulations.

Qualifications:

• Education: High school diploma or equivalent required; associate or bachelor’s degree in a related field (e.g., psychology, social work, healthcare administration) preferred.
• Experience: 1-2 years of experience in admissions, intake, or a related field, preferably in a mental health or healthcare setting.
• Licenses/Certifications: LCPC, LCSW-C, CRC, or CPRP required