Client Services Coordinator

Job Description

Job Description

Position Summary

The Admissions & Case Manager is responsible for coordinating the admissions process and providing ongoing case management services to adults receiving residential mental health treatment. This position serves as a primary point of contact for clients from admission through discharge, ensuring seamless coordination of care, timely documentation, communication with referral sources, and development of comprehensive discharge plans. The ideal candidate is compassionate, organized, and skilled in building therapeutic relationships while collaborating with multidisciplinary teams to ensure clients receive high-quality, person-centered care.

Essential Job Responsibilities Admissions Responsibilities

• Complete intake interviews and biopsychosocial assessments.
• Conduct admission screenings to determine program appropriateness.
• Verify required admission documentation and consents.
• Coordinate admissions with referral sources, hospitals, outpatient providers, and families.
• Obtain releases of information and collect collateral information.
• Orient new clients to the facility, program expectations, schedules, and policies.
• Ensure all admission paperwork is completed accurately and within required timeframes.
• Communicate admissions with nursing, psychiatry, therapists, and direct care staff.
• Enter admission information into the electronic health record (EHR).
• Coordinate transportation arrangements when necessary.
• Participate in admission meetings and treatment team discussions.

Case Management Responsibilities

• Serve as the primary case manager for assigned clients.
• Develop individualized discharge and aftercare plans beginning at admission.
• Coordinate referrals for outpatient therapy, psychiatry, medication management, primary care, housing, employment, vocational services, and community resources.
• Maintain regular communication with families, referral sources, and outside providers.
• Assist clients with benefits, insurance, identification documents, transportation, and community resource applications.
• Coordinate family sessions and collateral meetings as clinically appropriate.
• Monitor client progress toward treatment and discharge goals.
• Facilitate case management groups when assigned.
• Advocate for client needs throughout treatment.
• Participate in multidisciplinary treatment team meetings.
• Ensure continuity of care throughout the treatment episode.

Documentation Responsibilities

• Complete all required documentation within organizational and regulatory timelines.
• Maintain accurate and timely case management notes.
• Document collateral contacts, referrals, and discharge planning activities.
• Complete discharge summaries and aftercare documentation.
• Maintain compliance with Joint Commission, OMHSAS, and applicable state and federal regulations.
• Protect client confidentiality in accordance with HIPAA.

Collaboration

• Work closely with therapists, psychiatrists, nurse practitioners, nurses, behavioral health technicians, and leadership.
• Coordinate care with outside agencies, hospitals, legal representatives, probation officers, and community providers.
• Attend clinical staffing meetings and treatment team reviews.
• Assist with crisis intervention and client advocacy when needed.

Required Qualifications

• Bachelor's degree in Social Work, Psychology, Human Services, Counseling, or a related field required.
• Master's degree preferred.
• Minimum of one year of experience in behavioral health, mental health, substance use treatment, or case management preferred.
• Knowledge of community resources and behavioral health systems.
• Excellent verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to work independently while collaborating effectively within a multidisciplinary team.
• Proficiency with electronic health records and Microsoft Office.

Preferred Qualifications

• Experience in residential behavioral health treatment.
• Knowledge of discharge planning and care coordination.
• Familiarity with OMHSAS, Joint Commission, and Medicaid documentation requirements.
• CPR and First Aid Certification (or willingness to obtain).