Admissions Operations Coordinator

Admissions Support Specialist

Job Summary:


The Admissions Support Specialist oversees the operational workflow of the Admissions Department, ensuring accuracy, efficiency, and compliance across all systems - including Salesforce, KIPU, CTM, SharePoint, and Excel. This role provides oversight of data integrity, client coordination, insurance tracking, and reporting processes. Quickly Identify, Communicate and take responsibility for errors and design implementation of corrective actions.

Essential Functions and Responsibilities:

Team Communication

• Monitor daily admissions, reviewing client welcome emails, admission charts, and transportation arrangements. Ensure communication is clear and understood by all involved parties.
• Oversee and coordinate team scheduling and break coverage, ensuring all operations remain adequately staffed throughout the day.
• Provide training, and feedback, to admissions staff regarding process adherence and documentation standards.
• Conduct training sessions for new hires, both in-person and virtually, providing comprehensive training materials.
• Handle overflow and financial analysis (FA) calls as needed to support departmental flow.
• Attend weekly department management meetings to report on admissions activity, system updates, and team performance metrics.
• Advise the Director of Admissions each morning regarding lead progress, conversion updates, and key pipeline trends.
• Maintain consistent communication with all team members to ensure alignment and collaboration across facilities and departments.

Insurance and Financial Oversight

• Manage and update all Single Case Agreement (SCA) details and ensure information is accurately reflected in Salesforce.
• Manage monthly insurance recertifications promptly to maintain compliance and prevent coverage gaps.
• Track and document insurance submissions, ensuring appropriate updates to client files and Salesforce records.
• Enter insurance and financial data in Salesforce, KIPU, Excel, and other designated systems to support billing and auditing processes.
• Audit Verification of Benefits (VOB) accuracy, maintain insurance projections, and ensure alignment between Salesforce, Excel, and internal tracking systems.
• Provide in-network programs for exclusion process when required.
• Support processing and tracking of client payments as needed.

Quality Control and System Oversight

• Conduct regular audits of lead pages, Salesforce records, Excel trackers, and KIPU documentation to ensure data accuracy and consistency.
• Manage and monitor Call Tracking Metrics (CTM) and Salesforce discharge notifications, ensuring updates are communicated in real time.
• Perform quality assurance reviews on calls, cross-referencing with Salesforce notes for accuracy and professionalism.
• Manage and organize department resources within SharePoint for easy access and compliance.
• Monitor census accuracy and reconcile data between Salesforce, Excel, and daily reports.
• Create and manage the employee work calendar, ensuring accurate scheduling and timely updates for all team members.
• Create and oversee all department events, including birthdays, holidays, and team recognitions.
• Oversee KIPU, Salesforce, and Excel reporting dashboards to ensure proper data entry, cross-departmental updates, and follow-through.

Reporting and Program Coordination

• Track and manage VIP leads, ensuring high-touch communication and follow-up.
• Maintain Los Angeles Outpatient Center (LAOP) admission date records and ensure communication between departments is consistent.
• Prepare monthly bonus reports, insurance projections, and department metrics using Excel and Salesforce for submission to the Director of Admissions.
• Compile and present reports for regular meetings with Admissions Management.
• Coordinate client transportation logistics and verify all arrangements are confirmed before arrival.
• Support the Admissions Management with ongoing reporting needs, including weekly and monthly tracking reports, performance dashboards, and insurance projections.

Compliance and Professional Conduct

• Ensure HIPAA compliance in all admissions-related communication and data management activities.
• Adhere to company policies, maintaining professionalism and confidentiality in all interactions.
• Perform other duties as assigned by Admissions Management.

Required Skills/Abilities:

• Must be a problem solver, patient, and possess strong communication skills.
• Must have a positive attitude, charisma, and excellent customer service skills.
• Willingness to learn and ask questions when necessary.
• Ability to exercise professional judgment in performing day-to-day activities, ensuring adherence to Centered Health policies and procedures.
• Excellent verbal and written communication skills.

Education and Experience:

• Possesses a High School diploma or GED; Associate's or Bachelor's Degree preferred.
• Have a minimum of 5 or more years of experience in Admissions Department or related field.
• Demonstrates a genuine desire to work with the population served.
• Working knowledge of Microsoft Office programs; advanced ability with Excel preferred.
• Experience with DocuSign, KIPU and Salesforce preferred.

Physical Requirements:

• Frequent sitting must be able to remain in a stationary position at least 50% of the time.
• Must be able to lift and carry light objects and parcels as an incidental part of their job.
• The position needs to occasional move about inside and outside the facility frequently
• Constantly operates a computer and other office machinery; must be able to speak and hear.
• Frequently communicates with other employees and clients.

Job Type: Full time, Non-exempt Hourly

Reports to: Admissions Manager

Note: Research shows that women and individuals from underrepresented backgrounds often apply to jobs only if they meet 100% of the qualifications. We recognize that it is highly unlikely that an applicant meets 100% of the qualifications for a given role. Therefore, if much of this job description describes you, then you are highly encouraged to apply for this role.

Welcome to Centered Health. Our mission is to provide healing resources for all ages, battling mental health, substance abuse, and eating disorders. Our diverse network of behavioral health treatment centers ensures that clients receive individualized comprehensive care in the most appropriate setting. We look for team members who can grow, think, dream, create, and push the model of healthcare forward. We value achievers, leaders, and visionaries. Our goal is to value the skills each person brings and provide an environment that embraces diversity and rewards imagination and service delivery.

Four week days worked onsite at Culver City, 8:00 AM-4:30 PM and one weekend day worked remotely (flexible hours).