Gilead - Admissions Coordinator

 Established in 1968, Gilead has over 50 years of experience providing the highest quality services that support each person’s recovery from mental health or substance use challenges in their lives. Gilead empowers personal growth, independence and recovery through improved mental health, physical well-being, and community integration. Gilead’s supportive and collaborative services are marked by excellence, compassion, innovation, and integrity.

Summary

The Admissions Coordinator is a key member of the Farrell Residential team and is essential as an initial contact in providing a welcoming and knowledgeable connection for prospective clients, referral sources, and other stakeholders. The Admissions Coordinator fosters a positive, cooperative tone in the front office and maintains an organized and efficient workflow for assigned responsibilities. The Admissions Coordinator utilizes good judgment, interpersonal skills and organizational experience to perform and organize a wide range of administrative responsibilities.

Duties and Responsibilities

• Manages the initial intake process for new clients, including performing client phone screening, registration, verification of insurance information, and completion of required paperwork. Obtains detailed clinical information face-to-face, by telephone, fax, or electronically. Tracks client intake and appointments using appropriate scheduling tools.
• Monitors and records all referrals to the program in the Referral Tracker, enters referrals and other clinical information into Electronic Health Record (EHR), including adding clients to groups, assigning clients to clinician caseloads, and managing the census.
• Greets visitors and callers ensuring superior customer service to all clients, contractors, referral sources, and other stakeholders including problem solving with staff and clients when necessary.  Answers multi-line telephone system, relays messages, and screens and directs phone calls in a timely and professional manner. Provides high level of coordination and office supports to all Residential personnel.
• Coordinates initial and follow-up appointments for psychiatric physicians/prescribers. Managing doctor’s schedules.
• Utilizes the program authorization tracking form to provide insurance authorization reminders to residential clinical staff.
• Checks insurance eligibility for clients seeking care and works with those without insurance to obtain services and documents required for care. Communicates with Gilead’s Billing staff around various client insurance and billing issues.
• Reviews and maintains charts and files in an organized accessible manner and acquires necessary medical information to ensure proper documentation enclosed in accordance with program guidelines. Scans all necessary documentation into the EHR as needed. Coordinates current and former client medical records requests according to Agency policy and procedure.
• Assists in processing incoming and outgoing mail on a daily basis, as needed.
• Provides general agency or program-specific information to callers and clients within the scope of knowledge and authority. Encourages referrals.
• Triages incoming calls and refers as necessary to the appropriate internal or external party. Assures clients receive accurate and timely information to assure a seamless flow into services.
• Possesses knowledge or and abides by laws and licensing regulations protecting the privacy of client information, including, HIPAA requirements, DPH regulations, and CARF standards.
• Recognizes emergencies and appropriately responds by following the agency’s policy and procedures.
• Provide regular summaries and appointment reports to program leadership regarding schedules, billable hours, productivity and appointment failure rates.
• Collaborates with medical staff in order to effectively manage and monitor the processing of prescription requests, documentation of lab results and the sample medication processes.
• Ensures that the programs physical environment meets required regulations and Gilead expectations including a clean, safe and welcoming environment.
• Ensure that the practice philosophy and procedures are in support of the Gilead Community Services’ Mission Statement.
• Responsible for collecting co-pays and outstanding balances at time of appointments. Responsible for accurately posting and reconciling cash and receipts by close of business day.
• Provides administrative support for special projects to include research, compiling data, statistical reports, and may transcribes meeting minutes if necessary.
• Other duties as assigned.

Education and Years of Experience

• · Degree: High School Diploma or Equivalent Required
• · Number of Years of Experience: 2
• Requirements
• · Prior secretarial and bookkeeping experience.
• · Excellent communication and interpersonal skills.
• · Knowledge of operating word processing and data management programs and equipment.
• · Proficient with using electronic health records (EHR) systems.
• · Must maintain and provide proof of valid driver’s license and automobile insurance.
• · Ability to perform effectively under stressful or crisis situations. Exercise sound organizational skills to manage multiple tasks in an effective yet flexible manner and meet deadlines. Exercise sound judgment and an overall level of high energy and motivation.
• · Demonstration of ethical behavior and sound judgment that supports the NASW standards of care.
• · Must meet and maintain all required trainings, certifications etc. as needed.
• · Uphold confidentiality by following the HIPPA regulations.
• Working Conditions
• · Working conditions are based in office settings.