Admissions Specialist (Full-Time) (Irvine, CA)

Phoenix Houses of California; Irvine (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

Phoenix Houses of California is seeking an Admissions Specialist to manage administrative functions of the Admissions Department and support intake assessments. You will handle interviews, data collection, and insurance verification while maintaining compliance with confidentiality laws.

The role requires a HS diploma and AOD Counselor credential, with at least 1 year in a related field; a Bachelor's is preferred. Travel and flexible scheduling may be involved.

Qualifications

• Requires HS diploma and AOD counselor DHCS credential.
• Minimum 1 year experience in related field.
• Bachelor’s degree preferred and experience in Substance Abuse or Mental Health preferred.
• Knowledge of SAPC/DMH licensing is a plus.
• TB test clearance required yearly.

Responsibilities

• Perform clinical assessments for admissions to Phoenix House programs and document eligibility.
• Interview prospective patients and families to collect data for treatment and admission decisions.
• Complete admissions paperwork and create the patient’s Electronic Health Record.
• Provide crisis intervention sessions for families seeking treatment.
• Coordinate transportation and admissions with authorized representatives as needed.
• Maintain and secure all required reporting and confidentiality in line with laws.
• Participate in daily admission meetings and supervision sessions with Program Director.
• Maintain contact with Program Director regarding prospective intakes.

Skills

MS Office

Electronic Health Record

Interviewing

Crisis Intervention

Bilingual Spanish

Education

High school diploma

AOD Counselor certification (DHCS)

Bachelor's degree preferred

Tools

Electronic Health Record System

SAPC

DMH compliance

Job description

Schedule: Tuesday-Saturday; 1:30pm-10:00pm

Position Summary

Reporting to the Admissions Supervisor, the Admissions Specialist is responsible for the management of the administrative functions for the Admissions Department and provide support with conducting assessments/intakes.

Essential Duties And Responsibilities

• Performs clinical assessments for admissions to Phoenix House programs; performs assessments and evaluations in keeping with Phoenix House policies and procedures.
• This includes but is not limited to interviewing prospective patients and relatives to obtain necessary and pertinent personal and financial data to determine eligibility and appropriateness of treatment and admission.
• Completes progress notes, and documents provisional diagnosis and medical necessity for treatment in client’s Electronic Health Record and County systems, as applicable.
• Performs crisis intervention sessions for families who are seeking treatment.
• Completes the admissions process (which may include transportation) for assigned intakes with approval by their authorized representatives.
• Creates the patient’s Electronic Health Record, as part of the admission process and responsible for data management related to assigned county, in-network insurance provider, and/or private pay patient individual charts.
• Maintains and provides a list of referrals for patients who do not meet the admissions criteria.
• Participates in both daily admission meetings and bi-weekly individual supervision meetings with Program Director.
• Communicate and coordinate with Program Director regarding prospective intakes.
• Actively establishes and maintains contacts and communications with various organizations and agencies to increase referrals.
• Verify insurance benefits of potential clients including the scope of coverage, health insurance, & share of the cost.
• Maintain all required reporting functions and assure 100% completion of all admission paperwork as required by the agency, county, and other regularly bodies.
• Ensures compliance with local, state, and federal confidentiality laws and regulations.
• Communicates pertinent clinical information to the clinical team that will assume care for the patient.
• Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements, completes all training on time.
• Attends and participates in program and all staff meetings.
• Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others.
• Other duties as assigned.

Supervisory Responsibilities

The incumbent in this position has no supervisory responsibilities.

Education/Experience/Credentials

• The Registered Admissions Specialist shall possess a High school diploma or its equivalent; and be registered as an Alcohol and Drug (AOD) Counselor recognized by The Department of Health Care Services (DHCS), or
• The Certified Admissions Specialist shall possess a Minimum of a high school diploma or its equivalent; and be Certified as an Alcohol and Drug (AOD) Counselor recognized by The Department of Health Care Services (DHCS).
• Minimum of one-year prior experience in a related field.
• Bachelor’s degree in a related field preferred
• Experience in Substance Abuse or Mental Health preferred
• Experience with SAPC, DMH, Community Care Licensing, and other governing bodies preferred.
• Must maintain a valid credential (if required for your position) during the course of your employment.
• Must obtain TB test clearance and update on a yearly basis.

Knowledge, Skills, And Abilities

• Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For– Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking.
• Proficiency in MS Office systems.
• Ability to utilize an electronic medical record.
• Proficiency with SPAC, DMH, Community Care Licensing, and other governing bodies.
• Establish and maintain effective working relationships with others.
• Communicate effectively with others both orally and in writing.
• Ability to work effectively in a fast-paced changing environment.
• Ability to establish and consistently enforce appropriate boundaries with patients.
• Ability to model positive behavior and demeanor.
• Understanding of addiction, co-occurring models, and treatment modalities.
• Understanding of adult/adolescent development and family systems.
• Excellent time management and organizational skills.
• Ability to be flexible; problem solver, self-directed; customer service-oriented, and collaborative.
• Skills and ability to engage and develop a rapport with patients and families of various backgrounds.
• Bilingual in Spanish preferred.

Mental Demands

Ability to actively engage with clients in a substance abuse and mental health treatment environment. Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes.

Memory and learning; ability to maintain in a constantly changing environment.

Emotional intelligence; includes crisis intervention.

Work environment: travel may be required (varies by location), in-office work.

Physical Demands

Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical and residential settings. May need to participate in outdoor or recreational activities with clients. Occasional repetitive tasks. Ability to conduct First Aid and CPR in the event of an emergency. Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc.