What are the responsibilities and job description for the Admissions Coordinator position at Advocate Support Services Inc?
Position Description - Admissions Coordinator
CARF Standard: I.1.I.4 Workforce Development & Management
Job Title: Admissions Coordinator
Department: Marketing, Outreach, Census Management
Reports To: Director of Outreach and Marketing
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.
Work Environment and Physical Work Requirements: Work Environment: Administrative office environment, home, community-based locations for client and stakeholder meetings
Physical Work Requirements:
- Driving: Must be able to drive a vehicle for extended periods to visit potential clients, which includes navigating through various types of road conditions and traffic situations. A valid driver's license and a reliable vehicle are required.
- Lifting and Carrying: May need to lift and carry materials such as brochures, presentation folders, or promotional items, typically weighing up to 10-15 pounds.
- Standing and Walking: Involves standing and walking during client meetings, community events, and facility tours. The ability to stand for extended periods (up to 1-2 hours) and walk short distances is necessary.
- Sitting: Requires sitting for extended periods while driving, working at a desk, or using a computer. Comfort and ability to maintain focus during these periods are important.
- Repetitive Movements: May involve repetitive movements such as typing, using a phone, and handling paperwork.
- Communication: Frequent verbal communication with clients, team members, and other stakeholders, which may require clear articulation and active listening skills.
- Environmental Exposure: Potential exposure to various weather conditions while driving and during community visits. Ability to adapt to changing environmental conditions is necessary.
- Manual Dexterity: Requires the use of hands for tasks such as writing, typing, and handling office equipment.
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.
Overtime: This salaried position is exempt from overtime.
Performance Expectations and KPIs: Performance Goals:
- Complete a minimum of 5 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 5 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: None required, but certification in a related field (e.g., CRC, CPRP) is a plus.
Salary : $45,000 - $55,000