Admissions Coordinator

Description

Details: Monday - Friday 8:00 am - 5:00 pm

General

Job Summary:

The Admissions Coordinator coordinates all placement referrals for all Methodist Children’s Homes programs. The Admissions Coordinator reports to the Residential Services Director

Major

Job Responsibilities:

The Admissions Coordinator coordinates referral, intake, admission, authorization, billing-support, census, transition, and related administrative processes for all Methodist Children's Homes programs. The position supports timely access to services, accurate documentation, payer authorization readiness, census accuracy, and communication among referral sources, program staff, clinical leadership, and other stakeholders.

This role is central to admissions workflow, prior authorization tracking, payer communication, EHR accuracy, regulatory documentation, clinical/program coordination, and referral source responsiveness. The Admissions Coordinator is expected to demonstrate strong organization, follow-through, confidentiality, onsite availability, attention to detail, and professional communication.

• Receive, process, screen, and track all placement and service referrals according to agency procedures and program eligibility criteria.
• Respond to referral sources, families, legal guardians, CPS/MDCPS representatives, schools, providers, and other authorized parties in a timely and professional manner.
• Coordinate review of incoming referrals with appropriate program and clinical leaders across all agency programs and services.
• Screen referral information for completeness, appropriateness, level-of-care fit, required documentation, safety considerations, payer/funding status, and program capacity.
• Coordinate admissions, suspensions, transfers, breaks in service, and discharges with appropriate internal and external parties.
• Compile, maintain, and update admission packets and required admission forms in accordance with agency, licensing, payer, DMH, Medicaid, CPS/MDCPS, and program requirements.
• Ensure required consents, releases, rights acknowledgments, grievance acknowledgments, handbooks, emergency contact information, and other intake/admission documents are obtained, uploaded, filed, and tracked as applicable.
• Complete, submit, track, and monitor admission prior authorization requests for programs requiring payer approval.
• Coordinate with Medicaid, Managed Care Organizations, commercial insurance plans, utilization review staff, clinical staff, psychiatric/medical staff, and program leadership to obtain required approvals for admission or continued service delivery.
• Maintain current knowledge of Medicaid, managed care, third-party payer, prior authorization, continued stay, eligibility, and reimbursement processes applicable to assigned programs.
• Identify and communicate payer-related documentation gaps, authorization risks, reimbursement concerns, and corrective needs to the supervisor or designated leadership in a timely manner.
• Assist with coordination of intake assessments, admissions meetings, and other meetings related to referral and admission.
• Coordinate with clinical staff, residential staff, foster care staff, nursing/medical staff, and program leadership as applicable.
• Support compliance with agency policies, corrective action plans, accreditation expectations, DMH certification requirements, and internal documentation standards.
• Serve as a professional liaison between MCH and referral sources, including CPS/MDCPS, therapeutic placement units, schools, hospitals, providers, community partners, youth, families, legal guardians, payers, and other stakeholders.
• Promote positive relationships with referral sources and community partners to support timely, appropriate referrals and understanding of available services.

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