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.