Admissions Manager

PHMC serves as both a direct service provider to individuals, families, and communities across the region and as an intermediary agent - managing large-scale contracts, government and philanthropic partnerships, and multidisciplinary initiatives that require operational sophistication, strategic leadership, and deep mission alignment.

Summary:

The Admissions Manager is an integral member of the PTR management team and is responsible for managing and overseeing the full admissions process, ensuring funding compliance, billing accuracy, service excellence, and seamless transitions across levels of care. The Admissions Manager leads and executes community outreach initiatives and is accountable for expanding and strengthening the referral and admissions network to support program growth and census sustainability.

This role provides direct supervision to the Peer Recovery team and the Administrative Assistant, ensuring performance standards, compliance requirements, and operational goals are met.

Responsibilities:

Admission & Intake

* Conduct and document all inquiry phone calls within 24 hours.

* Coordinate with referral sources on new admissions.

* Oversee timely completion of all intake documentation (PES, TAP, ASAM, releases of information, treatment plan) within 24 hours of admission.

* Ensure accuracy of intake paperwork and timely creation of admission charts for new clients.

* Partner with the clinical team, ensuring aftercare plans are completed at the time of admission

* Ensure admission information is sent to new clients within one hour of intake.

* Ensure all new clients receive a comprehensive overview of the PTR mission, program expectations, treatment services,s and operations.

* Ensure EVS checks are completed daily.

* Collaborate with clinical staff to monitor client engagement, attendance, and treatment progress.

* Oversee the timely closing of charts within 7 days of the client's discharge from treatment.

* Ensure the completeness and accuracy of files for clients transferring to the Outpatient program before transfer.

* Conduct follow-up calls at 7 days, 30 days, and 6 months following discharge.

Program Operations & Fiscal

* Manage monthly billing and ensure timely and accurate submission.

* Monitor daily eligibility verification for each participant.

* Secure and manage authorizations from CBH, BHSI, and private-pay non-par agreements.

* Complete BHSI paperwork and input data in PA-WITS.

* Maintain accurate client data entry within the Client Registry System.

* Ensure smooth transition from Partial Hospitalization to Outpatient, including funder notifications and authorizations.

* Attend weekly clinical staff meeting and present data on newly admitted clients to the treatment team.

* Maintain and annually update referral agreements.

* Work closely with the Director of Finance and Regulatory Affairs, Program Director, Program Controller, and Billing Manager to ensure fiscal and productivity targets are met and identify any gaps.

Outreach & Community Engagement

* Lead and execute marketing initiatives to secure admissions for both PTR's Partial Hospitalization program and Outpatient program.

* Develop and conduct weekly community outreach events to promote PTR services, establishing and nurturing relationships with the community stakeholders and providers.

* Represent PTR at community events, meetings, and provider speaking engagements.

* Submit monthly outreach and admissions reports to program leadership.

Supervision

* Responsible for recruiting, training, and supervising Peer Specialists.

* Provide weekly supervision to the Administrative Assistant,

* Ensure safety protocols are followed, including daily no-show check calls.

* Ensure staff's compliance with training requirements as mandated by the funder and licensing bodies.

* Provide weekly supervisions, including assisting with formal presentations and outreach.

Other:

* Serve as Treatment Court Liaison for all consumers with court involvement.

* Manage and provide the required documents to the courts every month.

* Provide transportation coverage as needed.

Qualifications:

* 2 years' experience in the drug and alcohol field is required.

* Familiarity with community agencies, in particular, substance abuse & mental health treatment providers.

* Valid PA driver's License

Skills:

* Ability and skills necessary to effectively communicate and to maintain relationships with service providers and funding sources in the community.

* Knowledge of substance abuse, mental health, and the recovery process.

* Ability to work as a team member.

* Ability to travel throughout the city, including to the prison system.

Education Requirement:

Master's degree in social work, counseling, marriage and family, psychology, or a related degree.

Bachelor's degree in social service or related field with up to 5 years' experience in addiction services.

PHMC is an Equal Opportunity and E-Verify Employer.