Admissions Manager - Mattapan Residential (Casual)

bphccareers; Massachusetts; On-site; USD 85,000 - 115,000; Full time

Job summary

Boston Public Health Commission (BPHC) seeks a seasoned Program Manager to lead the Transitions TSS and Mattapan Recovery Services Campus admissions operations. You will supervise Admissions staff, ensure compliance with licensing and reporting, and collaborate on QA projects.

Strong leadership, trauma-informed care, and data-driven decision making are essential. Responsibilities include staff development, efficient intake processes, and liaison with external partners to improve client access

Qualifications

• Master’s Degree in Public Health, Health Policy Administration, or related discipline; OR BA/BS and 2 years of equivalent experience in public health program coordination, management and/or community organizing; OR 5 years of equivalent experience in public health program coordination, management and/or community organizing may be substituted for undergraduate degree.
• Demonstrated experience coordinating and implementing complex projects in the area of public health program coordination/management.
• Ability to write clear, concise reports and follow written and oral instructions precisely.
• Advanced knowledge and experience with MS Office, Excel; SAS for data analysis; willingness to learn other applications.

Responsibilities

• Design, implement, and oversee all services at Transitions TSS Program and Mattapan Recovery Services Campus related to Admissions, including planning, development, policies, procedures, and documentation.
• Assist in ensuring compliance with state licensing and federal regulations and reporting/evaluation requirements.
• Lead the Admissions Team to develop, plan, evaluate and report goals, objectives, and outcomes.
• Oversee admissions processes: referrals, screenings, admissions, intakes, discharges, tracking, and pre-billing.
• Collaborate to engage in QA and improvement projects and to develop admissions/discharge policies.
• Participate in On-Call rotation and support Infectious Disease protocols as mandated.

Skills

MS Office

SAS

Data analysis

Interpersonal skills

Education

Master's Degree in Public Health or related discipline

Bachelor's Degree + 2 years related experience

5 years equivalent experience

Tools

EMR system

Job description

Mission Statement

The mission of the Boston Public Health Commission (BPHC) is to work in partnership with communities to protect and promote the health and well-being of all Boston residents, especially those impacted by racism and systemic inequities. The BPHC sets an expectation that all staff and leadership commit, individually and as part of the BPHC team, to hold ourselves accountable to establishing a culture of anti-racism and advance racial equity and justice through each of our bureaus, programs, and offices.

Mattapan Recovery Services Campus

Transitions:

Transitions is a short-term, residential Transitional Support Services (TSS) program serving adults of all genders living with alcohol and/or substance use disorders and is funded and licensed by the Bureau of Substance Addiction Services (BSAS), Department of Public Health (DPH). The program is located in Boston, Massachusetts and has the capacity to serve up to 65 individuals.

Entre Familia:

Entre Familia is a 6-to-12-month residential substance use treatment program that provides bilingual/bicultural, gender-specific, substance use disorder treatment to pregnant and postpartum women and their children. The program serves pregnant and postpartum women and their children has the capacity to serve up to 19 women and 26 children.

We seek colleagues that:

• Utilize and accept harm reduction principles and practices at all levels of care
• That emphasize meeting individuals “where they are at” while providing services with a non-judgmental framework
• Maintains appropriate and safe boundaries with clients and the workplace
• Have a sense of community at the workplace while maintaining excellent reliability and dependability
• Ability to function in an effective, efficient, and amicable manner with persons of varying and diverse ages, economic, ethnic, racial, religious, etc. backgrounds to meet the needs of the clients and program
• Demonstrate an ability to work independently while responding to constructive feedback

Responsibilities:

Program Management & Leadership

• Responsible for the design, implementation, and oversight of all services at Transitions TSS Program and Mattapan Recovery Services Campus as it relates to Admissions, including, but not limited to, planning and development, programmatic policies and procedures, and documentation.
• Strong commitment to the BPHC mission and Recovery Services Bureau (RSB) shared philosophy of substance use disorders and treatment models.
• Assists the Program Director in the implementation of systems to ensure program’s compliance with state licensing and federal regulations, and all reporting requirements and evaluation.
• Lead the Admissions Team to develop, plan, evaluate and report on goals, objectives and outcomes for the program.
• Works in a confidential capacity with director(s) and meets regularly with supervisor regarding all aspects of program admissions, including but not limited to matters pertaining to program staff and other confidential matters.
• Oversees and coordinates all referrals, screenings, admissions, intakes, discharges, tracking, and pre-billing of clients of residential programming.
• Collaborates with director(s) to engage in Quality Assurance and Improvement projects, develop and implement admissions and discharge policies and procedures.
• Participates in On Call rotation by phone as scheduled
• Supports Director(s) in all Infectious Disease related protocols and procedures as mandated by the city and state at residential programming with staff, residents, vendors, providers, and family members.
• Engages in trauma informed milieu management. Anticipates potential conflict situations and intervenes to deescalate conflict before, during and after crises

Supervision/Staff

• Responsible for the hiring, scheduling, training and evaluation of Admissions staff.
• Attend meetings and facilitate individual and group supervision to assigned staff.
• Develops/maintains an organizational culture that fosters staff professional development, provides adequate supervision, assessing training needs of staff and identifying training opportunities.
• Facilitates healthy team development and skill building integral to the delivery of services.
• Oversees appropriate record-keeping and ensures completion of all admissions reports, incident reports, and related documentation. Conducts weekly and monthly documentation reviews relating to intake processes. .
• Makes and recommends personnel decisions regarding program, including but not limited to promotion, transfer and assignment of staff, performance improvement plans and imposition of discipline.
• Responsible for maintaining and reviewing accurate records utilizing an electronic medical record (EMR) including daily admissions logs, discharge logs, upcoming client appointments, other critical information regarding client needs, incident reports, etc.
• Manages and completes interviews with potential clients and manages an active program wait list utilizing an electronic medical record (EMR) system
• Conduct orientation for clients newly admitted to the facility. Communicates guidelines and expectations to clients in a trauma informed manner. Provides clients with feedback and interventions in response to program guidelines.

Fiscal and Billing Responsibilities

• Complete necessary billing and fiscal documentation associated with client services in coordination with the Billing Coordinator and/or the Program Director.
• Prepare and disseminate reports capturing admissions related data
• Attend meetings with the Billing and Revenue department as it relates to residential treatment programs.

Community and BPHC Partners

Conducts outreach activities to referral sources in collaboration. Creates and maintains positive working relationship with external referring agencies.

Performs other duties as assigned.

• Master’s Degree in Public Health, Health Policy Administration, or related discipline, such as sociology, organizational psychology, public health nursing, or health communications required; OR BA/BS and 2 years of equivalent experience in public health program coordination, management and/or community organizing; OR 5 years of equivalent experience in public health program coordination, management and/or community organizing may be substituted for undergraduate degree.
• Demonstrated experience coordinating and implementing complex projects in the area of position.
• Demonstrated experience or related requirements as established by the program that may be needed.
• Ability to write clear, concise reports, and to follow and to give written and oral instructions in a precise, understandable manner.
• Ability to understand, explain, apply the laws, rules, regulations, policies and procedures of unit activities
• Ability to establish rapport with others and to maintain harmonious working relationships with others.
• Advanced knowledge & experience with MSOffice, MSWord/Excel, SAS with the ability to analyze and interpret data and willingness to learn other applications as needed
• Advanced experience with knowledge of local community agencies and health care providers.
• Exceptional organizational skills with the ability of developing timelines and meeting deadlines.
• Demonstrated cultural humility with diverse ethnic, cultural and socio-economic groups.
• Excellent interpersonal skills and ability to communicate effectively