Admissions Advocate

Description

ADMISSIONS ADVOCATE

SUMMARY: 

The Admissions Advocate, reporting to the Admissions Advocate Supervisor, performs a crucial role in our organization's intake and onboarding process for clients seeking our services. Your primary responsibility is to make the final determination of the appropriate level of care based on the client's needs and availability. You will engage with clients over the phone or in person, guide them through the pre-admissions process, manage waitlists, and ensure a seamless transition into our programs. Admissions Advocates are essential in providing a supportive and caring environment for clients during this critical phase of their journey to recovery.

REPORTING:

Reports to the Admissions Advocate Supervisor

POSITIONS SUPERVISED:

None

DUTIES AND RESPONSIBILITIES:

Client Assessment and Level of Care Determination:

• Evaluate client needs and determine the appropriate level of care based on assessment.
• Consider availability and program suitability for each client.

Pre-Admissions and Client Engagement:

• Conduct pre-admissions work, including scheduling in-person appointments at the facility for admission.
• Manage waitlists and ensure continued communication with clients to keep them informed about the process.
• Build rapport and address client questions, with a special focus on women with children.
• Coordinates with referral sources to admit new clients with initial and continued contact to ensure client arrival.
• Collaborates with community referral sources to generate referrals and increase and improve interagency collaboration including detention centers, probation, courts, tribal entities, etc.
• Maintains ethical and confidentiality rules and regulations in accordance with Santa Fe Recovery Center (SFRC) policies and procedures and HIPAA and 42CFR Part 2.
• Ensures that the waiting list, admissions process, and referral process complies with SFRC policies and procedures, Substance Abuse Prevention and Treatment (SAPT) block grant, and Commission on Accreditation of Recovery Facilities (CARF) accreditation requirements for these processes.

In-Person Warm Hand-Off:

• If clients are referred in person, complete all standard screen that would have been handled via phone. 
• Assist clients with pre-admissions paperwork, provide information about next steps, and ensure a smooth transition into the onboarding process.

Onboarding Tasks:

• Conduct a series of onboarding tasks, including COVID testing, vital signs measurement, urinalysis (UA), breath alcohol content (BAC), and data entry into the Electronic Medical Records (EMR) system.
• Complete onboarding paperwork and update information in EMR as needed.
• Coordinate the client's initial medical evaluation with a healthcare provider.
• Facilitate the setup of methadone treatment through third-party providers and update client records accordingly.
• Facilitates admissions for detox and residential programs by communicating with medical and behavioral health providers.
• Assist the admission team with maintaining a supply and inventory list, and work with the Admin Assistant to ensure the proper supplies are ordered.
• Transport clients to the SFRC facilities, appointments, and other clinics in the community as assigned.

Client Engagement During Processing:

• Continuously engage with clients while they wait in the processing area, providing support and guidance.
•  Ensure a seamless handoff to the appropriate service team (Detox, Residential, or Outpatient) once the onboarding process is complete.

MINIMUM QUALIFICATIONS:

Skills/Knowledge/Abilities:

1. Skill in preparing, maintaining, and overseeing client records.
2. Ability to react calmly and effectively in emergency or crisis situations.
3. Ability to maintain health and safety and infection control standards.
4. Computer experience, knowledge of, or demonstrated ability to learn MS Office and electronic medical records system (EHR).
5. Ability to solve unexpected problems as they arise while considering liability, precedence, programmatic implications, and other possible future impacts on the program, services, or organization.
6. Ability to maintain effective working relationships with all levels within the organization and with external stakeholders.
7. Communicates in a calm, respectful, and professional manner with staff, community stakeholders, and prospective clients.
8. Ability to exercise tact, patience, and discretion when dealing with residents, families, staff, and the public.
9. Ability to relate with understanding and kindness to residents and their families.
10. Ability to keep observations, conversations, and information confidential.
11. Must have and maintain a valid NM Driver’s License, a clean driving record, and auto insurance.

Education and Experience:

1. Associate’s Degree or equivalent experience in detox and rehab facility, social services, or related Human Services field.
2. Excellent computer skills (Microsoft Office) required.
3. Maintain CPR and First Aid certification.
4. Bi-lingual/bi-cultural (English/Navajo) preferred.

I have read and fully understand the job expectations.

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Admissions Advocate Signature Date

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Admissions Advocate Supervisor Signature Date