Admissions Coordinator

Freeman Recovery Center; Dickson (TN); On-site; USD 42,000 - 56,000; Full time

Job summary

Freeman Recovery Center in Dickson, TN seeks an Admissions Coordinator to gather patient information, verify insurance, and guide referrals through the admissions process. The role requires coordinating with clinicians, case managers, and referral sources to ensure timely intake and compliance with HIPAA and 42 CFR.

The position involves answering calls, following up on leads, and supporting patient retention through proactive outreach. Weekend/evening on-call work may be required.

Responsibilities

• Obtain all necessary information and documentation from the prospective patient to begin the admissions process.
• Coach prospective patients on what to expect in treatment, answer all questions of the patient/family/referent, and support the patient in the decision to receive treatment however possible.
• Work closely with business development representatives to follow-up on prospective patients.
• Answer incoming calls from prospective patients, families, and referral sources.
• Maintain a positive rapport with referral sources and communicate effectively with them during admissions process.
• Obtain medical and clinical approval of prospective patients based on medical documentation.
• Manage incoming fax referrals inbox. Ensure we are checking the insurance before sending to medical for review, contacting case manager/referral source to let them know the referral has been received and being sent over for review, or if we cannot accept the insurance, etc.
• Forward all records faxed in within an hour during business hours - monitor throughout the day real time with a threshold of at least every hour.
• Follow up on leads that we were unable to reach or make contact with (list and contact information provided daily by admissions supervisor) and note any attempts and updates.
• Using VOBS and Hansei, verify insurance coverage and benefits
• Once approved or denied by medical, ensure case management is updated on deniels and provided option of helping with referral, schedule Zoom or request any addition records based on medical feedback, and if it is ready to be scheduled, scheduling.
• Routinely calling referrals and hospitals for relatioship development
• Assist with patient retention efforts, as-needed
• Uphold policies and procedures related to patient confidentiality under HIPAA and 42CFR at all times
• Weekend, evening, and on-call work may be required, as-needed

Job description

Obtain all necessary information and documentation from the prospective patient to begin the admissions process

Coach prospective patients on what to expect in treatment, answer all questions of the patient/family/referent, and support the patient in the decision to receive treatment however possible

Work closely with business development representatives to follow-up on prospective patients

Answer incoming calls from prospective patients, families, and referral sources

Maintain a positive rapport with referral sources and communicate effectively with them during admissions process

Obtain medical and clinical approval of prospective patients based on medical documentation

Manage incoming fax referrals inbox. Ensure we are checking the insurance before sending to medical for review, contacting case manager/referral source to let them know the referral has been received and being sent over for review, or if we cannot accept the insurance, etc.

Forward all records faxed in within an hour during business hours - monitor throughout the day real time with a threshold of at least every hour

Follow up on leads that we were unable to reach or make contact with (list and contact information provided daily by admissions supervisor) and note any attempts and updates

Using VOBS and Hansei, verify insurance coverage and benefits

Once approved or denied by medical, ensure case management is updated on deniels and provided option of helping with referral, schedule Zoom or request any addition records based on medical feedback, and if it is ready to be scheduled, scheduling.

Routinely calling referrals and hospitals for relatioship development

Assist with patient retention efforts, as-needed

Uphold policies and procedures related to patient confidentiality under HIPAA and 42CFR at all times

Weekend, evening, and on-call work may be required, as-needed