Admissions/Scheduling Coordinator

Position:
Admissions/Scheduling Coordinator
Department:
Operations/Clinical
Reports To:
Clinical Director
Time / Status:
Full/Part-time / Salaried
Benefits:
3 Healthcare options from Rippling and PTO.
About Us
Peace Club is a mental health clinic that specializes in treating substance abuse disorders and provides mental health therapy for individuals and families. We strive to offer the community access to quality, evidence-based addiction and mental health therapy in a safe, judgment-free space. We specialize in recovery from substance misuse and therapy for anxiety, depression, or a mood disorder. It is our entire team’s mission to help individuals and communities recover from addiction by providing high-quality, tailored therapy. We believe in quality over convenience, and people over profits. We are a CARF accredited, DCF licensed facility. Approved providers for SAMSHA, the Department of Corrections, and the Department of Health.
The Admissions/Scheduling Coordinator will play a vital role in connecting and fostering a positive relationship with prospective clients, current clients and alumni. In many ways, this role sets up a client’s journey with Peace Club for success and will require empathy, good listening and communication skills, strong organizational skills with attention to detail, and a desire to be a part of a team that puts clients at the center of all that we do.
Responsibilities
- Coordinate client admission processes
- Maintain and utilize the clients in our CRM.
- Communicate clients admission stages, intakes, discharges, and LOC changes for All Hands.
- Maintain and coordinate client and staff schedules within Peace Club’s policies and procedures.
- Responsible for responding to inquiries by clients, prospective clients by phone and online.
- Take messages and provide callers with basic information, such as
Company hours,
Program fees, and
services provided.
- You may also, when needed:
Schedule,
cancel and
change appointments or direct callers to other resources, such as a website or alternate contact numbers.
- Support admissions process by collecting caller’s personal and financial information, accurately entering it into our software applications, scheduling consultations, and other assigned tasks under the direction of our Clinical Director.
- Play a very important role as the first touchpoint for prospective clients, their families, healthcare providers and our community partners.
- Facilitate client flow by notifying the therapists of client delays, and communicating schedules with clients and clinical staff
- Protect client confidentiality, making sure protected health information is
Secured by not leaving PHI in plain sight and logging off the computer before
Leaving it unattended.
- Gather all pertinent pre-admission data to determine level of care and the
Ability of the facility to properly care for the client.
- Complete pre-admission and admission inquiry forms accurately.
- Interact with discharge planners in an effective, efficient manner.
- Follow admission, transfer and discharge policies and procedures.
- Maintain an accurate facility census for all facility departments.
- Notify appropriate team members when a client is scheduled to be admitted, transferred, discharged or moved from one level of care to another.
- Explain company philosophy, policies and procedures to potential and new client/client representative.
- Act as a liaison between transferring institutions and the facility.
- Refer facility and client concerns to appropriate individuals.
- Utilize the computer system and software used in this department.
- Assume Quality Assurance duties as assigned.
- Perform and accept all duties as assigned in an effective and cooperative manner.
- Report for work as scheduled and consistently demonstrate dependability and punctuality, and in neat, clean attire and consistently present an appropriate professional appearance.
- Handle emergency situations in a calm, effective manner.
- Assist the Clinical Director with any additional tasks as needed.
Requirements
Qualifications
- You will need a high school diploma or a GED to qualify, some college is preferable.
- We prefer job candidates with an interest in behavioral health or addiction treatment, with at least 1 year of experience working in a clinical or therapeutic environment.
- Typing, computer and organizational skills are required along with the ability to multitask, an understanding of courteous phone etiquette, and excellent verbal and written communication skills.
Communication &
Collaboration
- Able to relate to clients in a warm, dignified, and empathetic manner.
- Collaborative, open to receiving feedback regarding performance, presentation, and relationships with others.
- Reliable, humble, honest, kind, respectful, committed, detail oriented, organized and flexible.
- Excited about learning, growth, and constantly evolving personally and professionally.
- Passionate about mental health, addiction treatment, and personal growth.
- Sensitive and accepting of each client’s unique personal, cultural, and social background and needs.
- Able to communicate clearly and concisely in both written, in-person, and telephone communication.
- Comfortable learning and utilizing new technologies in a fast paced work environment and can share a few examples of how you’ve done this in past jobs.
- Experienced working with the G-suite of products:
Google Calendar, Gmail, Docs, Drive, Sheets, and Slides.
- Committed to protecting and ensuring client confidentiality.
Benefits
Generous PTO, vacation, sick time, maternity, paternity and bereavement leave.
Health insurance available, monthly fee covered by company at 50% for staff member.