Admissions Coordinator

Title: Admissions Coordinator

Job Type: Full Time

Pay: $45,000-$55,000

Program: Supports Outpatient Counseling Center, Day Treatment, Assessments, and Family Support Services

Reporting Structure: Reports to Director of Counseling and Family Support Services
 
Position Summary: Utilizing a trauma-responsive and concierge approach, screen and process all inquiries and referrals for client services within Counseling, Day Treatment, Assessments, and Family Support Services in the agency.  Field other inquiries seeking general information regarding agency services and referring to other community resources as needed.
 
Responsibilities
 
Direct Services 60%

• Respond to telephone, online, and in-office requests for information regarding agency services and other community resources.
• Communicate promptly with individuals who contact the agency seeking mental health services.  Provide information about initial resources, screen for safety, and determine alignment of client/family needs with agency services.
• Process all appropriate referrals made for client services. Collect demographic, financial, behavioral, mental health history and recording in electronic record system.
•  Document referrals for Outpatient Counseling Services, Day Treatment Services, and Family Support Services programs. Responsible for keeping tracking spreadsheets up-to-date and accurate.
• Work with the Billing Specialist to establish funding sources, verify eligibility, benefits, and initial authorization for clients funded by grants, private insurance, Medicaid/MC, or other state funding. Discuss co-pay amount with clients/caregivers.
• Provide follow-up support, including telephone and in-person assistance to families, as needed, to complete enrollment paperwork. Eliminate administrative and communication barriers that prevent clients’ access to services. 
• Prior to the first day in the program, provide newly enrolled Day Treatment families with an orientation and a tour of the facility.
• Coordinate and lead weekly Day Treatment Enrollment meetings.
• Ensure all intake and enrollment documents are received and current, including vaccination/health records, consents, and authorization forms.
• Provide families with information about community resources that need services beyond the scope of The Children’s Place.
• Staff resource table at community resource fairs and other community events.
• Support therapists with case management activities to address client and family needs.
• Coordinate the Hope Fund and other agency funds (internal resources to meet immediate client/family needs), including disbursement and reconciliation of funds with the Accountant.
• Coordinate services for families, accessing multiple services in the agency by facilitating communication and ensuring proper documentation is completed between various members of the treatment team (i.e. ,therapist, nurse practitioner, parent educator)
• Assist families in scheduling the child’s first visit with the nurse practitioner for psychiatric services. 

Administrative Duties 30%

• Communicate responsively and effectively with referral sources, community partners, and agency staff.
• Coordinate the admissions process with Program Directors to facilitate appropriate and timely client enrollments and service delivery.
• Establish client charts in Matson.
• Upload clinical information to Matson throughout the client’s duration of services.
• Produce timely and accurate billing summaries on a monthly basis.
• Maintain timely and concise reports reflecting agency quality assurance and reporting standards, including monthly admission reports.
• Attend community meetings to network, advocate, and market agency programs. 

Program Development 5%

• Participate in ongoing program development and improvement based on feedback from clients, funders, staff, and others regarding the admissions process and delivery of services. 

Quality Improvement 5%

• Participate in agency committees and meetings as assigned, including monthly All Staff meetings; program and clinical meetings as requested.
• Participate in the development and implementation of the agency’s strategic plan.  As assigned, coordinate and oversee the achievement of strategic planning goals.
• In collaboration with the Vice President of Programs, review and revise policies/procedures pertaining to admissions issues as needed.
• Adhere to agency policies regarding Quality Improvement measures. 
• Utilize available technology to maximize the efficient use of resources. Seek the necessary training. 

Skills, Experience, and Education:

• Ability to communicate directly and effectively with clients, staff, supervisor, teammates, and other professionals
• Knowledge and implementation of trauma-informed language in response to the client’s experiences.
• Understands and utilizes self-care strategies
• Familiar with community resources, collaboratives, and initiatives that will enhance The Children’s Place
• Strong organizational, time management, and decision-making skills
• Demonstrated ability to maintain confidentiality regarding records, clients, and sensitive data
• Knowledge of the signs and symptoms of child abuse and/or neglect
• Knowledge of the role of a mandated reporter
• Proficient in the English language, both verbal and written
• Utilize a strengths-based practice framework
• Demonstrated track record of accuracy, timeliness, dependability, and reliability
• Competence and ability to operate a personal computer, with the ability to utilize the Microsoft Suite of Programs.
• An interpersonal communication style that is conducive to executing a multidisciplinary team approach
• Ability to work effectively in both a team setting and autonomously
• Experience working with children who have experienced traumatic events.
• Demonstrated knowledge of and experience with child development (specifically ages 0-8)
• Ability to work and travel within the community without restriction 

Certification(s) / Degree(s) Required:

• Bachelor’s degree in social work, counseling, or a related field. Two (2) years of experience preferred.

 Mission Statement:

• Our mission is to help children and families heal from life’s deepest hurts. We work to restore childhood. We tirelessly pursue, find, and celebrate healing for young children in our community who have faced trauma, enabling children to lead happy, healthy, hopeful lives.

People & Culture: This Is A Place For You
 
We believe in resiliency and the capacity to heal; our mission is to help children and
families heal from life's deepest hurts.
 
We believe everyone has a unique life story, and we will listen and stand with those who
have felt hurt or vulnerable.
 
We believe everyone experiences pain. It is the expression of this pain and discomfort
that allows for learning and growth.
 
We believe people are our most vital asset, and healing occurs within the context of
relationships. We will work to build an inclusive community where all people feel they
are noticed and belong.
 
We celebrate people from every color, race, ethnicity, place of origin, religion, age,
gender, sexual orientation, gender identity and/or expression, socio-economic status,
family structure, and those with differences in ability.
 
We commit to hiring a workforce and recruiting board members to encourage the
representation of all groups and perspectives. The children and families we serve
deserve to enter a Place filled with people who reflect their own diversity.
 
Furthermore, we see acts of racism and its resulting inequities in our world and will actively work to be an equitable and antiracist Place. Through consistent professional training and
development, we commit to creating an environment where all people can say they are
welcomed, respected, and safe to be themselves.
 
 
Working Conditions

• When required, be responsible for the client's physical safety.
• Must understand and follow building security procedures.
• Exposure to vicarious trauma
• Exposure to a range of early childhood behaviors
• Other normal office environment and conditions.
• Travel in the community under all weather conditions.
• Business Casual Office Attire
• Exposure to childhood illnesses, Flu, and COVID vaccination recommended 

Organizational Culture:

We offer flexible working arrangements and emphasize the importance of employees caring for their mental health. We work hard but also value self-care and are intentional in providing benefits that help employees take care of themselves and their dependents.  We believe in celebrating each other and also rallying around the unified passion for helping children heal from their hurts and thrive.

Equal Opportunity Employer:

The Children's Place is an equal opportunity employer that makes employment decisions regarding individuals and employees based on their qualifications without regard to race, religion, color, sex, gender identity, sexual orientation, age, national origin, disability, veteran or other status protected by law.

Disclaimer:

Other duties will be required/requested for effective job performance. This is not an employment contract but an outline of essential functions and expectations.