Admissions Manager

General Description

The position is responsible for overseeing the Residential Admissions process to ensure all clients are effectively triaged, evaluated, and admitted in accordance with company standards. In addition, this role provides leadership and management of the Residential Admissions team, ensuring operational excellence, staff development, and achievement of admissions and census goals.

Tasks & Responsibilities

A. Essential Duties

• Oversee the daily operations of the Residential Admissions Department to ensure efficient and effective admissions processes.
• Manage and monitor all incoming admissions inquiries, screenings, evaluations, and referrals to ensure timely disposition and follow-up.
• Collaborate with the PAC Director and Director of Admissions to determine financial, clinical, and operational eligibility for admission.
• Ensure clients who do not meet admission criteria are appropriately referred to partner treatment providers and that referral activities are documented and tracked.
• Monitor admissions pipelines, conversion metrics, referral outcomes, and census trends to identify opportunities for improvement and growth.
• Coordinate with Clinical, Medical, Operations, and Outreach teams to facilitate admissions and maintain continuity of care.
• Serve as a point of escalation for complex admissions cases, client concerns, family concerns, and referral source issues.
• Maintain communication with referral sources, families, clients, and internal stakeholders to support a positive admissions experience.
• Oversee admissions data management, including bed-board tracking, referral logs, CRM systems, and admissions reporting tools.
• Ensure accurate and timely documentation of all admissions activities in accordance with company policies and regulatory requirements.
• Develop, implement, and maintain admissions policies, procedures, and best practices to improve operational efficiency and client experience.
• Analyze admissions performance data and prepare reports regarding admissions trends, conversion rates, staffing needs, and operational effectiveness.
• Recruit, interview, hire, onboard, train, and develop Residential Admissions staff.
• Provide ongoing leadership, coaching, mentorship, and performance management to Admissions Coordinators and Patient Access Coordinators.
• Establish performance expectations, monitor productivity and quality metrics, and address performance concerns as necessary.
• Foster a positive, collaborative, and high-performing team culture focused on service excellence and organizational goals.
• Provide after-hours support and ensure appropriate departmental coverage as needed.
• Accept new responsibilities and participate in special projects and organizational

B. Additional Duties

• Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.
• As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.

C. Interpersonal Relations

• Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.
• Take Accountability: Take constructive feedback and prevent discourse among our peers.
• Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accepts constructive criticism well in an open and non-defensive manner.
• Be Professional: Wear business casual attire (please see dress code policy).

Performance Standards & Measurement

• Compliance with essential and incidental duties; compliance with company policies and procedures.
• Compliance with state and federal laws and regulations applicable to the business.

Equipment, Tools & Machines

• Use of computer, telephone, and other office equipment such as a printer and fax.
• Use of company network and email domain.

Working Conditions

• Air conditioned and well-illuminated office environment and outdoor environment.
• May have several responsibilities at once. Interaction with other is constant and can be interruptive.
• Work may be stressful at times due to high level workflow.
• Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.
• Participates in educational training, orientations, or compliance programs as needed to maintain competency.
• If you must leave your employment with our company, we request employee’s to give us at least 2 weeks resignation notice in writing.

Demands

• Enthusiastic self-starter operating with sustained energy and showing great initiative.
• Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.
• Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.
• Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.
• Excellent organizational skills.
• Accepts constructive criticism well in an open and non-defensive manner.
• Ability to manage conflicting priorities. Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.
• Ability to function independently and with flexibility.
• Ability to work under pressure, handle multiple tasks and interruptions.
• Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 25lbs.
• Ability to sit, stand, or walk for extended periods of time.
• Excellent presentation, negotiation and relationship-building skills required.
• Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.

Qualifications

Education:

• High School diploma or equivalent required
• Associate’s Degree preferred

Experience:

• 2-4 years' experience in a healthcare setting, with demonstrated experience in customer service, operations, staffing, and teamwork preferred.
• Working knowledge of Drug & Alcohol Treatment, Mental Health Treatment, and Residential Levels of Care.
• Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.
• Salesforce experience preferred