Admissions Coordinator
McLean Hospital(MCL)

Cambridge, Massachusetts

Oversees and manages consumer, vendor and employee communications at the McLean Center at Fernside. Assists with program evaluation efforts by utilizing databases and programs for tracking admissions, referral sources and patient outcomes at the Center . Serves as the admissions and marketing coordinator for the program and provides outreach to potential referral sources. Maintains data base of referent information and is the primary contact for alumni at follow-up. Is knowledgeable about McLean programs and services. Represents the first contact for potential patients and families requesting admission or further information.


1. Interviews the patient, family member or referring professional to obtain clinical, demographic and financial data; following established admission procedure.
Weight: 25%
 Gathers comprehensive and accurate information relevant to the need for admission according to established procedure,.
 Confer with clinicians' per protocol to review appropriateness of admission.
 Triages urgent and emergent calls to appropriate level of care including referral of patients in crisis to emergency rooms when indicated.
 Respond to preadmission inquiry promptly as indicated by lack of complaint.
 Interacts with patients, family member or referring professional in a courteous and professional manner as indicted by lack of complaint.

2. Schedules and manages admissions. Continually reassess census and bed availability.

Weight: 10%
 Assigns admission time, coordinates transportation and informs staff of admission status
 Monitors census (admissions, anticipated discharges on a daily basis) and utilizes information to manage admissions.
 Tracks status of planned admissions and updates admission schedule to maximize bed occupancy.
 Attends morning meeting to present admission information and to obtain report on any milieu circumstances that may affect admission schedule
 Explains to the patient or referral source the necessary steps required to obtain precertification and medical screening.
 Communicates with referral source and family as needed to facilitate successful completion of admission requirement

3. Completes financial and insurance screening according to established procedure.
Weight: 20%
 Verifies insurance coverage via fax or telephone through Patient Accounts.
 Interprets insurance data to determine need for any special procedures and/or Co-payments or deposits.
 Communicates financial information to family member and/or referring agent as indicated by lack of complaint.
 Conducts assessment of client and presents clinical information to insurance company to obtain preauthorization when required.

4. Interacts with departmental hospital staffs in a professional and cooperative manner.
Weight: 10%
 Communicates effectively and positively with coworkers as observed by the supervisor.
 Communicates effectively with Hospital staff, and departmental staff as indicated by lack of complaint.
 Triages outside calls to appropriate hospital personnel as a customer service to outside referrers, consumers, etc.

5. Manages special project/program activities.

Weight: 15%
 Including information gathering, data management, statistical report preparation and analysis for the program marketing, utilization and outcomes data.
 Maintain access databases for marketing, referrals, admissions, discharge, alumni and other program and business functions.
 Build and maintain database tracking system, with sorting functions, to send "thank you" Letters and gifts to referrers.

6. Maintains confidentiality of information of the department.
Weight: 5%
 Maintains confidentiality of departmental information according to established procedures with no reported errors.
 Releases confidential information only in accordance with the Confidentiality Policy and/or the approval of the Program Director
 Assures the security of the Departmental files at the end of each work day to protect confidential information.

7. Contributes to the effective operation of the program.
Weight: 5%
 Submits suggestions to program management regarding improvement of operations and efficiency.
 Notifies supervisor or coworker of availability to complete other duties.
 Attends supervision and training as scheduled.
 Performs other duties as assigned
Admission/ Data Administrative Coordinator 3
8.1 Covers for Unit administrator when requested by program Director
Weight: 10%
 Gathers information from patient and/or family to complete demographic and insurance
 section of medical record
 Obtains appropriate signatures from patient or guarantor for Assignment of
 Benefits form
 Collects necessary deposits from patient or guarantor.
 Completes/sends notification of admission and other relevant paperwork as required by
 specific contracts
 Enters accurate patient demographic information into the system.
 Enters complete referral information into system to be used for marketing purposes.
 Updates system to reflect latest census worksheets, preparing and distributing them when necessary.

B.A., B.S. in behavioral health preferred, with 1-3 years related work experience.

Experience: One year of experience in mental health/substance abuse care setting

EEO Statement
McLean is an Affirmative Action Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.


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