Admissions and Access Coordinator

Addiction Treatment Services; Traverse City (MI); On-site; USD 38,000 - 55,000; Full time

Job summary

Addiction Treatment Services in Traverse City, MI is seeking an Admissions/Administrative Coordinator to support client access, intake, and billing processes. You will coordinate eligibility, submit authorizations, and maintain client records, collaborating with nursing and clinical staff to ensure service delivery.

This role requires BA/BS preferred or 1+ year admin and customer service experience; CPR/First Aid training and related certifications; ability to multitask and handle confidential

Qualifications

• BA or BS preferred and/or 1+ years of relevant administrative and customer service experience; clinical or medical intake screenings and EMR data entry experience preferred.

Responsibilities

• Coordinate client eligibility for services, intakes, screenings.
• Gather information to submit authorizations for services reimbursement from nursing assessments and staff notes.
• Complete the billing process including manual billing and 837 forms.
• Request treatment records from other agencies and upload to client file.
• Schedule primary intake assessment appointments.
• Attend department and committee meetings.
• Maintain intake/admission logs and reports.
• Assist department management and clinical staff.
• Oversee admission letters and release communications for corrections.
• Maintain intake compliance forms and reports.
• Coordinate center data in funding software.
• Provide information on agency/community resources.
• Assist with other duties as assigned.
• Improve support services through cross‑functional coordination.

Skills

Interpersonal skills

Oral and written communication

Time management

Multitasking

Nursing assessments comprehension

Ethics/confidentiality

Crisis intervention

Customer service

Administrative coordination

Education

BA/BS preferred

Administrative/customer service experience

Tools

Electronic Medical Records (EMR) data entry

Billing software / 837 forms

Job description

PRIMARY RESPONSIBILITIES:

Coordinate client access, admissions and intake processes in support of departmental policies and organizations mission -- specifically, support admissions, client services and administrative services management. Participate in admissions planning, intake coordination, including any initiatives geared toward operational and customer service excellence. Assist with admissions and administrative client service practices, controls, and outcomes. Regularly meets with Access Center and Client Services Manager around administrative department planning, client access, services, and operations.

This position will also be responsible for managing the authorization process for the agency. The process involves pulling information from the Nursing Assessment and other notes in client charts to document the medical necessity for this level of care. Once the authorization requesting payment for services is made, follow‑up is made ensuring the request has been accepted. Communication with the clinical and nursing staff is required if any question arise in this process.

In addition, staff will be trained in billing for the agency. At any time, this role may focus more in one area than in another.

EDUCATION:

BA or BS preferred and/or 1+ years of relevant administrative and customer service experience: clinical or medical intake screenings, client/patient electronic medical record data entry and management experience preferred.

REQUIRED TRAININGS/CERTIFICATIONS

• CPR/First Aid (upon hire)
• Fire Suppression
• Blood borne Pathogens

ESSENTIAL FUNCTIONS:

• Coordinate client eligibility for services, intakes, screenings
• Gather information required to submit authorizations for services reimbursement from the nursing assessment, notes in client chart and assessments performed by staff.
• Complete the billing process including manual billing and completion of the 837.
• Calling/requesting necessary treatment records from other agencies (i.e. Community Corrections, CMH, other inpatient or referring agencies) and uploading these documents to the client file.
• Scheduling primary intake assessment appointments
• Attending and participating in department meetings and on committee meetings
• Maintain Intake/Admission log, reports etc.
• Assist Department Management and agency clinical/medical staff
• Oversee admission letters for incarcerated clients, fax letter of availability, and release for Corrections officer to facilitate release.
• Maintain (intake) compliance forms and reports
• Process requests for information
• Enter and coordinate center data in computer and/or funding software programs
• Provide information to client for agency and/or community resources
• Assisting with other appropriate duties as assigned
• Increase the effectiveness and efficiency of support services (administrative, admissions, client services, quality) through improvements to each function as well as coordination and communication between functions and department management/staff.
• Removes access barriers by analyzing services, intake variances, initiating/suggestion corrective actions.

PHYSICAL REQUIREMENTS:

Ability to manage stairs, lift 20lbs., and sit for long periods.

SKILLS NEEDED/EXPERIENCE:

• Must be familiar with different clinical levels of care offered by ATS and the substance abuse disorders including ASAM criteria
• Must be comfortable working with men and women who are involved with the criminal justice system
• Excellent interpersonal skills, perceived as approachable by clients and staff
• Exemplary oral and written communication skills and ability to communicate with members of a multidisciplinary team.
• Ability to comprehend nursing assessments, notes and assessment tool results.
• Ability to work under stress in different environments and with under privileged populations
• Solid knowledge of recovery and several treatment pathways to recovery
• Awareness and ability to maintain appropriate boundaries in the staff-client relationship
• Ability to build rapport with clients quickly and communicate a supportive, non-judgmental, and respectful attitude
• Efficient time management and effective multi-task skills
• Good understanding of diverse cultures and incorporating the relevant needs of culturally diverse groups, as well as people with various strengths, needs, abilities, and preferences
• Diplomatic skills with multiple internal and external services and resources
• Working knowledge of ethics, confidentiality, professional boundaries, and basic counseling skills.
• Ability to assist in emergencies and handle crisis intervention
• Ability to multitask and good time management
• Administrative project experience

This job description is intended to indicate the kinds of tasks and levels of work that will be required of this position. These duties shall not be held to exclude other duties not mentioned that are of a similar level of difficulty. Your supervisor may assign, direct and modify duties as needed. I understand that Addiction Treatment Services, Inc. is an At Will Employer and that this job description does not constitute a contract of employment.