PPS Admissions Coordinator

Position Summary:

Admission Coordinator I respond to all inquiries related to treatment at Discovery in a professional manner in an effort to achieve a commitment to care from all qualified inquiries and providing appropriate referrals for those who are not.

Essential Job Functions:

Professional Demeanor:
An Admission Coordinator must possess the ability to maintain a professional demeanor at all times. An Admission Coordinator is generally the first contact with Discovery, and must hold to a high standard of communication, behavior and attitude when communicating with clients and other professionals.

Be respectful and courtesy in all verbal, written and face-face communications

Possess the knowledge of program and protocols while exuding confidence of such

Maintain confidentiality and integrity of staff, clients and referrals

Interpersonal Skills:

An Admission Coordinator must possess exemplary interpersonal skills in order to effectively communicate with clients, referrals and other program staff.

Demonstrate proper and respectful interpersonal communication at all times

Ability to work as an active team member at all times

Maintain appropriate eye contact when speaking and listening

Sit attentively in meetings

Respect boundaries of others unspoken and spoken

No use of cell phones in meetings unless specific permission is granted

Actively solicit feedback about performance

Demonstrate a willingness to learn

Ability to problem solve from a solution based place

Communication:

An Admission Coordinator must possess excellent communication skills in order to facilitate a discussion, educate and convert the client. These skills include:

Welcome caller in an inviting and receptive manner

Introduce oneself and initiate a dialog with the caller

Speak clearly and concisely

Demonstrate active listening skills

Convey authentic empathy and compassion through words and tone of voice

Able to communicate effectively the compelling features of the program

Communicate effectively w/ program directors, medical doctors and directors

Time Management:

An Admission Coordinator must possess the ability to properly and effectively prioritize their work. An Admission Coordinator must adhere to the timelines set forth on daily tasks, and special projects assigned to them.

Ability to manage daily work within acceptable departmental time frames

Prioritize case work in a manner that serves the highest good of clients and program

Demonstrate ability to complete Special Projects; meeting or exceeding time frames

Teamwork:

An Admission Coordinator must be a team player and exhibit a supportive team approach to all tasks. The Coordinator is an integral part of the program team and must conduct themselves as such at all times.

Apply a team approach to daily work

Communicate effectively with team members

Promptly respond to requests from team members

Be open and available to all team members while possessing a positive attitude

Awareness of team members need for assistance and offer said assistance

Take constructive criticism/feedback offered by supervisor sand team members and apply it

Actively participate in sharing successes with team

Treat all other program staff as team members sharing a common goal

Organization:

An Admission Coordinator is required to possess the ability to organize their work space, and work product in a manner that promotes efficiency and order.

Maintain a neat and orderly work station

Follow the checklist to ensure all steps to an admission have been properly taken

Maintain accurate and up to date record

Daily update of all resident data

Keep all active files in a neat and orderly fashion for ready access by co-workers

Promptly file all closed/admitted cases upon completion in the appropriate departmental file cabinet

Keep referral information up to date and in an accessible location.

Keep all training information in their Admissions Binder for easy reference

Possess an active and up to calendar or events and tasks readily available

Conversion Skills:

An Admission Coordinator understands there are key elements in every conversation that lead a caller toward a Commitment to Care. Mastery of such key elements are termed conversion skills. An Admission Coordinator is to possess refined conversion skills, and have the ability to teach and demonstrate said skills.

Possesses knowledge of steps to achieve a commitment for care

Ability to demonstrate active listening skills

Ability to connect with clients, families and referral sources through effective rapport building

Effectively discern if a caller meets initial criteria (within 2-3 minutes)

Efficiently refer caller out to network partners if and when they fail to qualify

Identify and investigate all flags that could disqualify a client

Knowledge and articulation of program features, advantages & benefits

Speak passionately about the program while controlling the flow and direction of the call

Ability to end a qualified or unqualified call with client feeling we are serving their highest needs and best interests.

Technical Skills:

An Admission Coordinator is required to perform several key functions and display mastery of Customer Relationship Management (CRM) software, and successful coordination of all required admission paperwork/records/communication in both verbal and written form.

SalesForce:

Ability to talk and type

Accurate input

Ability to utilize all features efficiently ie uploading, scanning, emailing and forms

Accurate and timely daily updates

Proper use of system reports and alerts

Prospect Calls:

Answer calls in an effective and professional manner

Ability to efficiently gather pertinent information in initial call while inputting in CRM

Conscientious input of pre-admission data in CRM – repeating of number and spelling

Obtain referral and treatment team information

Gather all insurance info and promptly initiate verification process

Knowledge and articulation of features, advantages and benefits of programing

Place potential client on House Status Board

Monitor benefit request to be sure we get it back in a timely manner

Immediately notify family of benefits

Properly educate families on levels of care and Medical Necessity noting difference between benefit and authorization

Keep family engaged in communication and informed of next steps

Conduct pre-admission screenings

Gather medical data/records

Gather clinical data and treatment team information

Identify clinical or medical red flags and alert appropriate personnel

Obtain appropriate approvals when indicated (medical, clinical, etc.)

Achieve permission/initiate Single Case Agreements (SCA)/discounts/payment plans

Proper coordination with business office and management personnel to complete SCA

Communication with house regarding admissions and receive mutually agreeable admission time

Confirmation call and email sent to family that covers admit time, house, location, insurance, necessary funds and next point of contact

Update client status in CRM

Generate EHR record for incoming client

Documentation:

Thorough and effective pre-admission screenings

Proper consents and records received and filed

House Status and reporting accuracy

Admission paperwork complete and in compliance

Accurate and timely notations in CRM and EHR and all supporting data uploaded

Professionally written - correct email/fax/written correspondence utilizing departmental templates

Core Competencies:

Proficient in MS Office applications, which include Outlook, Word, Excel, and PowerPoint.

Ability to build and sustain trusting relationships with diverse individuals and groups.

Ability to maintain confidentiality of sensitive information and adhering to ethical standards.

Actively offering assistance to team members when needed and celebrating team achievements collectively.

Ability to establish and maintain cooperative relationships with community-based organizations, patients, families, vendors, and other resources to promote client services, care, education, and advocacy.

Knowledge, Education, & Experience:

High School Diploma or equivalent

Office etiquette

Excellent computer skills and in particular a high level of proficiency with Microsoft Office (Word, Excel, PowerPoint)

Employment Status: Full-Time

Schedule: Monday-Friday

Work Location: Remote - Must be local in Southern CA or Texas.

Compensation: Pay Range: $23-27/hr.