Admission Specialist

Job Description

Job Description

Job Summary

The Admissions Specialist is responsible for responding to inbound calls, web submissions, text messages and assisting with all inquiries. This position is also responsible for helping prospective patients navigate the beginning stages of their treatment process. The Admissions Specialist will work directly with patients, families, and professionals to facilitate the patient’s admission, including documentation.

Role and Responsibilities

• Answers inquiry calls efficiently and courteously.
• Appropriately documents all calls, texts, emails, web forms, etc.
• Coordinates and schedules prospective patient’s admissions.
• Interviews “walk-ins” to establish viability for services.
• Assists with client referrals to outside agencies by obtaining referrals from the Business Development team, as needed.
• Coordinates communications and admission activities between medical staff, nursing staff, billing and any other units that have a vested interest in the admission.
• Develops financial packages and agreements for the new client, as needed.
• Maintains and updates lead database to ensure quality lead follow ups.
• Maintains a waitlist for potential patients, as needed.
• Performs intakes with medical staff which include obtaining breathalyzers, urine screens, and going over information about treatment options, insurance, and general program information.
• Ensures patients understand the admissions process.
• Ensures all intake workflow is followed and that all documents required for treatment and billing are signed by the client at intake (i.e., consent to treat, release of information, etc.) and ensures that client medical records and intake paperwork is uploaded and documented within the client’s Electronic Medical Record (EMR) profile timely.
• Understands and complies with HIPAA laws and regulations.
• Collaborates with billing department to request a Verification of Benefits (VOB).
• Communicates the information provided by VOB to patients / families and other staff members who have a need to know.
• Works with the Marketing Department on admissions efforts and provides data, as needed.
• Facilitates coordination of benefits, as needed.
• Provides timely communication and serves as an informational resource for patients and their families.
• Works efficiently with clinical and medical team to secure admits and maintain admission protocol.
• Communicates and tracks patient LOC changes.
• Provides mentoring with other admissions staff members, including but not limited to, “on call” or after hour admissions staff needs.
• Follows up as needed and ensures consistent communication is being maintained with appropriate staff regarding leads being worked on.
• Initiates requests for Single Case Agreements and provides necessary patient information for establishing care.
• Participates in staff development and training, including staff meetings, in-service trainings and annual trainings required by Sanford Behavioral Health on a timely basis.
• Adheres to the established Code of Ethics, Standards of Practice, Person Centered Philosophy and employee handbook.
• Possess a positive attitude to enhance a cooperative and energetic work environment.
• Protects patients’ rights by maintaining confidentiality of medical, personal, and financial information through adherence to HIPAA laws and regulations.
• Performs other duties as assigned.

Qualifications and Education Requirements

Knowledge / Skills / Abilities

Physical Requirements

ADA Disclaimer

The employee must be able to perform the essential functions of the position adequately. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requests for accommodations must be made to the Human Resource Department in writing.