Supervisor of Admissions

Position Summary

The Regional Supervisor of Outpatient Admissions supports the admissions function and processes across multiple outpatient treatment facilities. The position works closely with the National Director of Admissions and admissions team members to provide assessment, referral, and admissions activities. This position provides a high level of customer service to clients and referral sources by partnering with clinical services, the business office, and utilization review to coordinate multiple phases of the admissions process for clients seeking treatment services. The Regional Supervisor of Admissions ensures all clients receive “concierge” level customer service throughout the admission process at all facilities.

Relationships and Contacts

Within the organization: Maintains frequent and close working relationships with clients, facility CEO/Executive Directors, National Director of Outpatient Admissions, admissions team members, clinical leadership, finance teams, and peers throughout the organization.

Outside the organization: May initiate and maintain working relationships with clinical providers, referral partners and vendors, as needed.

Position Responsibilities

Essential Responsibilities

1. Reviews open inquiries to ensure active measures are being taken to bring viable inquiries to a successful close.

2. Provides telephonic support to admissions team members and National Director.

3. Guides clients and families toward appropriate treatment options, effectively highlighting the benefits of treatment at Pasadena Villa Outpatient in relation to the client’s individual needs and circumstances;

o Obtains necessary information to quickly determine viability of potential admission,

o Resolves challenges posed by clients and families ambivalent about committing to necessary and beneficial treatment options,

o Empathically but prescriptively leading callers to the next step of deciding on admission,

o Determines the clinical and financial viability of potential admissions,

o Articulates the value and fit of facility programming to each potential client’s circumstances and needs.

4. Utilizes Salesforce CRM to record, monitor, and respond to admissions activities.

5. Completes all necessary paperwork, record keeping, and reporting related to the admissions process.

6. Utilizes appropriate bonding techniques to establish rapport, build relationships, and enhance customer service and support.

7. Offers a high level of customer service and communication to referral sources, clients and families.

8. Follows established principles of call flow and follow up processes.

9. Partners with admissions decision-makers and stakeholders including client, family members, professional referral sources, facility administration, clinical leadership, admitting physicians and utilization review coordinators.

10. Coordinates with the business office and Utilization Review to determine financing options for potential clients.

Additional Responsibilities

1. Functions within the guidelines of the facility’s Code of Ethics and in accordance with corporate compliance.

2. Assists in promoting and ensuring that the mission, goals, and objectives of Pasadena Villa are understood and actively supported by the employees.

3. Completes follow-up activities in an appropriate and timely manner.

4. Performs other duties as assigned.

Minimum Requirements

Education and Experience

Position requires a Bachelor’s Degree or equivalent in combined education and experience, and a minimum of 3 years’ experience in behavioral healthcare. Can quickly find common ground and solve problems in collaborative team setting. Experience in managing admissions/sales teams to meet/exceed monthly goal and budget targets;

experience with hospital chains operating numerous inquiry departments and/or call centers.

Physical Requirements

· While performing the duties of this job, the employee will be required to communicate with peers, clients, families other facilities and/or vendors

· Performs duties that require the employee to sit or remain stationary for extended periods of time.

· While performing the duties of this job, the employee may be required to talk or hear, sit, stand, walk, reach, climb or balance, stoop, kneel, crouch or crawl, taste or smell

Other Requirements

Position requires incumbent to have a valid driver’s license and vehicle insurance.

Skill Competencies

· Demonstrated experience in healthcare admissions

· Demonstrated ability to track and organize data

· Excellent computer/technology skills including MS Office and Salesforce

· Demonstrated ability to exercise sound judgment and discretion

· Excellent organizational and time management skills

· Demonstrated ability to communicate effectively with cross-sectional teams

· Excellent verbal and written communication skills

· Familiarity with medical necessity criteria for wide range of mental health or SUD

· Demonstrated desire to drive for results and consistently meet or exceed goals

· Demonstrates a strong belief in and commitment to the goals and mission of the organization.

STR Behavioral Health reserves the rights to modify, interpret, or apply this job description in any way the organization desires. This job description in no way implies that these are the only duties, including essential duties, to be performed by the employee occupying this position. This job description is not an employment contract, implied or otherwise. The employment relationship remains “At-Will.” The