Admissions Coordinator

Position Description - Admissions Coordinator

Date: 7/1/2024; revised 03/07/25

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.