Adult Admissions Coordinator

Millhill Child & Family Development was established in 1971 and has since been committed to serving Trenton’s children, youth, and families in an effort to improve their quality of life through programs that educate, empower, and transform. Our mission is to create a supportive and nurturing environment that fosters growth and development in every individual we serve. Our dedicated team of professionals is passionate about making a difference in the lives of those we serve. With expertise in education, social work, and mental health, our staff works collaboratively to provide a holistic approach to care that targets the root causes of issues faced by our community members. 

We are seeking a dedicated and professional Adult Admissions Coordinator tasked with a lead role related to administration and management of the following areas:  a) referrals; b) outpatient therapist’s schedules; c) case openings for program clientele; d) collect and report both monthly and quarterly statistics to the Program Manager & Clinical Director; and e) several other administrative tasks including assistance with bi-monthly staff meetings/trainings, and coordinating/managing group therapy cycles. The Admissions Coordinator is expected to maintain a work schedule congruent with the program-allotted hours of a business day, which may require days working in the office and at home for approximately 20 hours per week.

The essential duties include the following:

• Manage the schedule of all program Outpatient Therapists including regular assessment and maintenance of openings for new clientele, regularly updating openings on each therapist’s caseload, and ensuring all clientele are offered the best “fit” for an intake/reopen appointment via matching his/her availability to current Therapist openings.    

• Manage waitlist and update Program Manager about waitlist status on a monthly basis.
• Availability for treatment team meetings as needed. 
• Reports directly to and attends all staff meetings as set forth by the Program Manager and the Clinical Director. 
• Monthly attendance at Quality Assurance Clinical Committee meeting. 
• Follow all ethical standards set forth by DHS and state licensing board. 
• Meet with incoming therapists to review placement process and therapist’s clinical experience. 
• Complete referrals and document all licensing-required demographic information in the electronic health records system promptly. 
• When applicable, complete discharge surveys for clients wishing to reopen services. 
• Upon client’s placement with a therapist, update client’s chart and add client profile to QOLI account. 
• Coordinate with the newly assigned therapist the new client placement and other pertinent information, including the Clinical Director, Program Manager, and the therapist’s supervisor, if applicable. 
• Initiate obtaining all relevant records releases for all new clients via pre-filling records releases forms, as needed. 
• Notify referent, when applicable, of the assigned intake date and therapist assigned to the case as well as continue to update the status of the newly assigned referral, as needed (complete case management session for this process). 
• Conduct case management when transferring active client cases and collaborating with outside organizations in preparation for incoming clientele. 
• Enter new clientele into the QOLI assessment electronic system. 
• Collect and prepare both a monthly and quarterly report which will be presented to the Program Manager and Clinical Director. The report will include the following program statistics:  analysis of referral data and sources, if any cases were reopened or transferred, and if any intake denials occurred, reasons why.
• Follow standards/guidelines set forth by HIPAA & organizational confidential policies and protect all client PHI at all times. 

Requirements

• Minimum of a Bachelor’s degree/major including psychology, social work, or a related discipline.  
• Master’s degree from an accredited program in counseling, social work, or a related discipline preferred. 
• Experience with non-profit organizations preferred.
• Familiarity and experience with clinical documentation and counseling regulations of the Division of Human Services and Office of Licensing of NJ.  
• Familiarity and experience with tele-delivery of services.
• Familiarity and experience with the CAFAS/QOLI assessment and evaluation tool. 
• Must be organized, creative, and a self starter. 
• Must be able to work as a significant part of a treatment team. 
• Must be culturally aware and sensitive. 
• Must possess excellent writing and communication skills. 
• Computer literate/experience with electronic health records. 
• Knowledge of all policies & procedures of the Outpatient Clinic, particularly focused on the intake/admission process to the program.