Admissions & Referral Coordinator

General Description          

The Admissions & Referral Coordinator frequently interacts with patients, clinical staff, and treatment facilities to arrange referrals, as well as coordinates the admission process for higher level of care programs at Victory Bay. 

Tasks & Responsibilities 

A. Essential Duties

• Coordinate all referrals for clients requiring a higher level of care from Victory Bay Recovery. 
• Prioritize referrals by their urgency and ensure timely follow-up and communication. 
• Handles all incoming referrals from partnered facilities, ensuring timely coordination, accurate documentation, and seamless communication throughout the admissions process.  
• Communicates and engages all clients recommended/eligible for referral. 
• Ensure all required demographic, insurance, and clinical information is accurately completed and sent to referred treatment facilities. 
• Collaborates with staff, referral partners, and clients to arrange and schedule admissions into appropriate treatment programs 
• Executes follow-up process for all open and closed referrals to encourage patients to attend treatment. 
• Maintain accurate data in CRM & spreadsheets of all referrals. 
• Complete full admission process for all higher level of care clients remaining under Victory Bay’s care. 
• Assesses eligibility for Victory Bay Recovery programs by confirming eligibility and completing prescreens. 
• Schedules initial intake assessments. 
• Facilitate the transfer of records and related documentation as needed. 
• Assists Harmony Bay providers on refer out processes 
• Support the Admissions Team as needed. 
• Accept new tasks as they arise and constantly explore opportunities to grow within the organization. 
• On Call/ After other staff when necessary to maintain high productivity and efficiency in the department Hours phone coverage and availability.

B. Additional Duties 

• Assists and covers other staff when necessary to maintain high productivity and efficiency in the department.  
• As the company continues to grow, additional responsibilities that are essential for the department to be successful will be assigned accordingly.  

C. Interpersonal Relations

• Create Meaningful Connections: Demonstrates ability to function effectively as a part of team. Uses outstanding oral and written communication with employees at all levels of the business for support and sharing of information.   
• Take Accountability: Take constructive feedback and prevent discourse among our peers. 
• Live in the Solution: Critically thinking should be the solution when problems arise. Having the ability to accept constructive criticism well in an open and non-defensive manner.  
• Be Professional: Wear business casual attire (please see dress code policy). 
  
  

Competencies

• Adaptability 
• Customer Service 
• Decision Making 
• Dependability 
• Ethics 
• Interpersonal Skills 
• Job Knowledge 
• Conflict Management 
• Organization Skills 
• Productivity 
• Self Development 
• Teamwork

Performance Standards & Measurement

• Compliance with essential and incidental duties; compliance with company policies and procedures.   
• Compliance with state and federal laws and regulations applicable to the business.  

Equipment, Tools & Machines

• Use of computer, telephone, and other office equipment such as a printer and fax.  
• Use of company network and email domain. 

Working Conditions

• Air conditioned and well-illuminated office environment and outdoor environment.  
• May have several responsibilities at once.  Interaction with other is constant and can be interruptive.   
• Work may be stressful at times due to high level workflow. 
• Availability to work flexible hours including weekends, holidays, and evenings as is required to comply with the purpose of the job and accommodate client needs.  
• Participates in educational training, orientations, or compliance programs as needed to maintain competency.  
• If you must leave your employment with our company, we request employee’s to give us at least 14 days resignation notice in writing.

Demands  

• Enthusiastic self-starter operating with sustained energy and showing great initiative. 
• Comfort working with a diverse base of support, including members, employers, providers, colleagues, community leaders, volunteers, non-profit organizations, vendors, etc.  
• Excellent interpersonal and communication skills, including ability to read, write, spell in English legibly and without excessive grammatical or communication errors.  
• Talk and hear both by person and by telephone; ability to speak clearly and effectively using proper grammar before patients, employees and business partners, among others.  
• Excellent organizational skills.  
• Accepts constructive criticism well in an open and non-defensive manner.  
• Ability to manage conflicting priorities.  Ability to maintain a positive work ethic and a congenial attitude in the face of a high-pressure environment.   
• Ability to function independently and with flexibility.  
• Ability to work under pressure, handle multiple tasks and interruptions.   
• Occasional lifting of moderately heavy office supplies; ability to lift supplies for community events, trade shows, conferences, and other marketing opportunities applicable to the organization; ability to lift, push or pull up to 50lbs.  
• Ability to sit, stand, or walk for extended periods of time. 
• Must have strong computer skills to meet Microsoft Office and Electronic Health Record software requirements.  

Qualifications  

Education:  

• High school diploma or equivalent required 
• Associate’s degree preferred

Experience:  

• 1-2 years' experience in a healthcare setting, with demonstrated experience in customer service, operations, staffing, and teamwork.  
• Working knowledge of behavioral health preferred.  
• Sales, marketing or public relations experience in a behavioral health care setting preferred. 
• Demonstrated knowledge of marketing practices and techniques applicable to a healthcare environment. 
• Experience in the medical field is highly desirable.  
• Computer literate: Microsoft Office (Excel, Word, and PowerPoint) required.