Admissions Supervisor

Epiphany Wellness LLC • Delray Beach, FL

2d • $100,000 - $120,000 • Onsite

About The Position

At Epiphany Wellness, our mission is true transformation by leading the way we reinvent and treat addiction. Our company is dedicated to providing the highest level of care using known and proven methods to support our clients' success. We are looking for an experienced Admissions Supervisor to oversee and support the admissions process for our organization. This is a leadership position requiring strong experience in substance use disorder and mental health treatment admissions, out-of-network insurance, admissions conversion, team management, and behavioral healthcare operations. The Admissions Supervisor will oversee the admissions process from the initial inquiry through client admission, ensuring prospective clients and families receive timely, knowledgeable, and compassionate assistance. This position will work closely with Business Development, Clinical, Medical, Operations, and Financial teams to facilitate appropriate admissions and maintain a high standard of client experience. The ideal candidate understands how to balance compassionate client service with admissions performance, insurance requirements, documentation accuracy, and organizational goals.

Requirements

• Previous experience in substance use disorder and mental health treatment is required
• Behavioral health admissions experience is required
• Experience working with out-of-network insurance is required
• Strong understanding of insurance verification, benefits, deductibles, out-of-pocket expenses, and financial considerations related to behavioral health admissions
• Salesforce experience is required
• CTM (CallTrackingMetrics) experience is required
• Demonstrated ability to manage the admissions process from initial inquiry through admission
• Experience managing and converting incoming admissions leads
• Strong understanding of behavioral health and substance use treatment terminology and levels of care
• Ability to communicate effectively and compassionately with individuals and families who may be experiencing a crisis
• Strong leadership, organizational, and team-management skills
• Excellent verbal and written communication skills
• Strong attention to detail and commitment to accurate CRM and admissions documentation
• Ability to analyze admissions activity, conversion rates, referral patterns, and other performance metrics
• Ability to work collaboratively with clinical, medical, operations, financial, and business development teams
• Ability to maintain confidentiality and comply with HIPAA and other applicable regulatory requirements
• Comfortable working in a fast-paced, performance-driven behavioral healthcare environment
• Ability and willingness to participate in an on-call rotation and respond to admissions needs outside normal business hours as required
• High school diploma or equivalent required

Nice To Haves

• Previous supervisory, management, or admissions leadership experience strongly preferred
• college degree preferred

Responsibilities

• Oversee the overall admissions process and admissions team
• Manage incoming admission inquiries and ensure timely follow-up with prospective clients, families, referral sources, and digital leads
• Conduct and/or oversee pre-assessment screenings to determine potential clients' eligibility and appropriateness for services
• Coordinate the admissions process from initial inquiry through clinical approval and admission
• Work closely with the benefits verification team to confirm insurance coverage and financial information
• Apply a strong working knowledge of out-of-network insurance benefits within the behavioral health treatment environment
• Help prospective clients and families understand insurance benefits, deductibles, out-of-pocket responsibilities, and other financial considerations related to admission
• Ensure accurate and timely documentation of all prospective client interactions
• Maintain and manage client and lead information within Salesforce
• Utilize CTM (CallTrackingMetrics) for call tracking, lead management, reporting, and admissions performance
• Monitor lead activity, follow-up, admissions conversions, and related performance metrics
• Ensure concise and accurate documentation of client interactions within CRM and applicable systems
• Coordinate with Clinical and Medical teams to obtain appropriate approval for admission
• Coordinate scheduling, transportation, intake logistics, and other admission-related needs
• Maintain relationships with referral sources and assist with referral facilitation
• Provide follow-up communication to prospective clients, families, and referral partners
• Ensure the admissions team provides professional and compassionate customer service throughout the admissions process
• Oversee admission onboarding and admissions-related data
• Maintain accurate statistical information related to admissions, census, discharges, referral sources, and conversion activity
• Review admissions data and reporting for accuracy and trends
• Assist Business Development leadership with tracking referral patterns, demographics, and admissions performance
• Provide coaching, direction, and accountability to Admissions team members
• Work collaboratively across Business Development, Clinical, Medical, Operations, and Financial departments
• Maintain confidentiality and compliance with HIPAA and all applicable regulatory requirements
• Remain available on an on-call basis to address admissions needs outside regular business hours when required
• Perform other duties as assigned by leadership

Benefits

• Comprehensive benefits package including life, medical, dental, and vision coverage
• Tuition reimbursement
• Vacation and Flex benefits
• Paid holidays

What This Job Offers

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