ADT Specialist

CAYA Collaborative Care; Bowling Green (KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

CAYA Collaborative Care in Bowling Green, KY seeks an ADT Specialist to manage admissions, discharges, and transfers within the CareLogic EHR. You will coordinate with clinical, billing, and administrative teams to ensure complete, timely documentation and accurate patient status changes while maintaining strict confidentiality in a high-volume data entry role.

The role emphasizes audits, compliance reporting, and proactive follow-up with service providers to ensure documentation is complete and

Qualifications

• High School Diploma required.
• Behavioral health experience preferred.
• Ability to manage high-volume data entry with confidentiality.

Responsibilities

• Manage admissions, discharge and transfer in the EHR (CareLogic).
• Ensure accurate and timely client status changes and billing data.
• Conduct regular audits and generate compliance reports.
• Coordinate with clinicians, billing and admin to complete documentation.
• Follow HIPAA requirements and safeguard PHI.
• Communicate with service providers to obtain missing documentation.

Skills

Attention to detail

Organizational skills

Data entry accuracy

HIPAA compliance

Education

High School Diploma

Tools

CareLogic EHR

Microsoft Office

Job description

POSITION SUMMARY:The ADT (Admission, Discharge, and Transfer) Specialist is responsible for managing all admission, discharge, and transfer activities for the organization's clients within the electronic health record system. This position serves as a critical liaison between clinical programs, billing, and administrative departments to ensure accurate and timely processing of client status changes. The ADT Specialist conducts regular audits, generates compliance reports, and proactively follows up with service providers to ensure complete documentation. This role requires strong attention to detail, excellent organizational skills, and the ability to manage high-volume data entry while maintaining strict confidentiality standards and supporting billing accuracy and regulatory compliance.DUTIES AND RESPONSIBILITIES:Maintain expert knowledge of Carelogic admission, discharge and transfer functions as they related to client care and billing procedures.Maintain confidentiality of protected health information in accordance with HIPAA requirements.Respond to inquiries from staff regarding client status, program enrollment, and EHR documentation requirementsComplete all program admissions in the electronic health record to include collection of all necessary data elements.Complete discharge procedures in the EHR, including closing episodes of care, updating final service dates, and ensuring all required discharge documentation is properly filed.Manage internal and external client transfers between programs, levels of care, and service locations, coordinating with clinical staff to ensure EHR continuity for servicesConduct regular audits of client records to identify and correct errors in demographic information, admission dates or program assignments.Contact service providers, clinicians, and program staff to ensure required documentation is completed in a timely manner to facilitate the ADT process.Communicate with IT as needed for assistance with system errors preventing program discharges.Follow up with staff on missing or incomplete admission, discharge, or transfer documentation that may delay processing or billing.Maintain current knowledge of company compliance policy regarding chart discharge procedures.Generate weekly reports related to gaps in services, contact service providers to trigger discharge summaries and complete discharges within the EHR.Other duties as required/assigned.QUALIFICATIONS:A minimum of High School Diploma.Must possess strong organizational skills, computer skills, be detail oriented and have the capacity for strategic thinking.Experience in a behavioral health treatment setting and in an EHR preferred.JOB REQUIREMENTS / EXPECTATIONS:Office-base work setting; possible work from homeNo work-related travel required. Must have a valid driver's license, reliable transportation, and proof of automobile insurance. Must pass a Criminal Record Check and present proof of a recent (less than 1-year-old) TB skin test.The applicant hired into this role will be evaluated against company and department goals, objectives, and performance factors annuallyCORE VALUES:All employees must be willing to live our company's core values.Integrity – Exhibiting the highest moral, ethical and legal standards. Doing the right thing – even when no one else is looking.Teamwork – Putting team success over personal success. Actively valuing the strengths and talents of others.Trust/Respect– Seeing and believing in the good intentions of others. Interacting with others in a way that makes them feel valued. Listening without judging. Offering understanding and acceptance.Care/Compassion – Demonstrating unconditional kindness, concern and empathy. Exhibiting genuine concern for others.Ownership/Accountability – Taking personal responsibility for one’s work, actions and feelings. Accepting responsibility for and learning from mistakes.