Admissions Coordinator

Plum Creek Recovery Ranch • Lockhart, TX

3d • Onsite

About The Position

The Admissions Coordinator is the first point of contact for individuals seeking treatment, responsible for managing multi-line telephones, screening calls, and acting as the primary liaison for referrals. This role involves maintaining a high contact-to-client ratio to support the treatment center's census, conducting phone assessments, pre-authorizations, and coordinating all facility appointments. The coordinator also completes admissions paperwork, liaises with licensed staff for medical and psychological assessments, authorizes insurance benefits, verifies eligibility, and makes financial arrangements with patients or their families. The position requires working with substance abusers and their families, often in crisis situations, demanding the ability to handle pressure and maintain a professional demeanor at all times.

Requirements

• High school diploma or GED required.
• Minimum of 1 year work experience in the field of substance abuse or mental health.
• Must obtain and maintain approved CPR certification, de-escalation training, and CPI training.
• Must have basic PC skills that include a combination of working in a Windows Operating System and Microsoft Outlook, Word and Excel.
• Ability to type a minimum of 30 words per minute.
• Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
• Must have the ability to exercise a high degree of diplomacy and tact; excellent customer services and interpersonal communication skills; Cultural sensitivity and demonstrated ability to work with diverse people groups.
• Well-developed verbal and written communication skills in English.
• Ability to work well under pressure with minimal supervision.
• Ability to effectively interact with persons of widely diverse roles, backgrounds, cultures, and socio-economic classes, those in crises or resistant or negative toward organization.
• Ability to apply time management practices to prioritize, schedule and complete work effectively to comply with mandated policies and deadlines.
• Maintains a cooperative and positive attitude and approach with patients, family members, staff and visitors.
• Knowledge of policies regarding the use of tobacco products, illicit or licit drugs brought into the program.
• Knowledge of the Intake assessment process, transition criteria and procedures.
• Critical thinking skills and ability to resolve complex issues within the department.
• Ability to accurately enter data, prepare and maintain records, files, and reports.
• Outstanding skills in giving attention to details with display of dexterity in maintaining confidentiality.
• Ability to work on multiple tasks or parts of tasks simultaneously to ensure timely completion of work activities.
• Must be able to work productively with other department heads and personnel.
• Ability to work with professionals from many outside partners and organizations.
• Ability to successfully manage conflict, negotiating “win-win” solutions.
• Must be able to multi-task, prioritize with strong time management skills.
• Exceptional follow through on tasks and assignments.
• Ability to stoop, kneel, crouch, crawl, reach, stand, walk, push, pull, lift, grasp, and be able to perceive the attributes of objects such as size, shape, temperature, and/or texture by touching with skin, particularly that of the fingertips.
• Ability to express and exchange ideas via spoken word during activities in which they must convey detail or important spoken instructions to others accurately, sometimes quickly and loudly.
• Hearing to perceive the nature of sound with no less than 40 db loss @ Hz, 1000 Hz, and 2000 Hz with or without correction; ability to perceive detailed information orally and make fine discriminations in sound.
• Perform repetitive motions with wrists, hands, and fingers.
• Individual must be able to exert up to 100 pounds of force occasionally and to be able to lift, carry, push, pull, or otherwise move objects.
• Work requires a minimum standard of visual acuity with or without correction that will enable people in the role to complete administrative and clerical tasks, as well as inspect and analyze.
• Must be able to work and concentrate amidst distractions such as noise, conversation and foot traffic; ability to handle interruptions often and be able to move from one task to another.

Nice To Haves

• Experience in intake/admissions preferred.
• Bi-lingual (English/Spanish) a plus.
• Additional language abilities desirable.

Responsibilities

• Answers multi-line telephones, screens and routes calls.
• Acts as the first contact for all parties seeking treatment.
• Calls referrals and maintains a high contact to client ratio to support the census of the treatment center.
• Conducts phone assessment, pre-authorizations, and coordinates all facility appointments.
• Completes admissions paperwork with all clients.
• Coordinates medical and psychological assessment with licensed staff.
• Authorizes insurance benefits, assures eligibility and makes financial arrangements with patients or family.
• Works with substance abusers and their families, under conditions of crisis or stress, and must handle pressure.
• Possesses professional attitude in all dealings with patients, their families, and staff.
• Reaches out to prospects via phone and email.
• Learns about the clients we serve and how we serve them to be able to talk with potential clients, their families, friends, with an accurate understanding of how we help.
• Qualifies potential clients to see if they meet the requirements for residential treatment programming.
• Provides information about our program to potential clients and outbound referrals based on presenting information. Be able to identify when each is appropriate.
• Tracks and documents admissions process - from initial call, up to intake, including admission in the CRM and spreadsheets.
• Conducts pre-admission assessments.
• Completes admission pre-certification as needed.
• Completes the admission process from client verification of Benefits (VOB) and pre-assessment to admission to the residential treatment program.
• Maintains communication and regular follow-up with outside referrals.
• Conducts timely follow-up with a sense of urgency as needed to ensure admission.
• Upon client intake discusses copays, deductibles, and self-pay financial agreements (if any) and ensures client signatures on financial agreements.
• Maintains constant communication with supervisor, communicating and problem solving via the chain of command.
• Maintains professional and positive attitude when working with callers/potential patients, and facility Intake Departments.
• Generates, guides, and leads independent discussions with referral sources for client support, conflict resolution and business development with other treatment and healthcare professionals.
• Works closely with other department as well as external parties to ensure the timely admission of clients.
• Screens calls from referrals and sets up transportation for admission.
• Maintains a waiting list for admissions and stays in contact with potential candidates to facilitate admissions.
• Other duties as assigned.
• Performs other related duties to meet the ongoing needs of the hospital.

Benefits

• Health Insurance
• Vision Insurance
• Dental Insurance
• 401K Retirement Plan with company match
• PTO
• Life Insurance (Supplemental Life, Term, and Universal plans are also available.)
• Short and Long-Term Disability (with additional buy-in opportunities)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED