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Admission Coordinator at Mirror inc. in Newton, Kansas

Posted in Admin - Clerical 30+ days ago.

Type: Full-Time

Job Description:

Under the administrative supervision of designated site management, the Admission Coordinator located within the Mirror residential treatment facilities are responsible for supporting the clinical programs and services offered by Mirror. The Admission Coordinator shall operate in accordance with the policies set forth by the Board of Directors and shall abide by all applicable laws and regulations.  In short, the Admission Coordinator is responsible for handling the Admission clerical duties at this location, which include answering the phone for Intake calls, word processing necessary documents, collecting and depositing client monies, client check-in, preregistration, registration, preadmission, authorization and admission. These functions include but are not limited to obtaining accurate and thorough demographic information, responsibility for adhering to compliance with CMS, government payors, commercial and third- party payors, client file maintenance, maintaining client confidentiality and assisting the site personnel in completing the daily Intake operations of the assigned location(s).


  1. High school diploma or General Educational Development certificate.

  2. Vocational and/or post-secondary training in secretarial services would be desirable.

  3. Must have a minimum of 2 years of experience in a business office, billing, or healthcare scheduling/registration/admissions setting.

  4. Computer experience.  Ability to word process program and client related material in a fast, efficient manner.  

  5. Assist in the collection of client fees as it directly impacts the relationship between the client and Mirror.

  6. Good reading and writing skills.

  7. Ability to organize and prioritize multiple tasks.

  8. Awareness of substance use disorders and co-occurring disorders.

  9. Must be able to pass background/security check.

  10. Employees who have been diagnosed with any type of substance use disorder or behavioral addiction/compulsion must have sustained a minimum of two consecutive years of abstinence from all intoxicating substances and symptoms of their chemical and/or behavioral addiction; and must be in full sustained remission.

  11. Must have proficient computer skills or experience and/or skills working with an Electronic Health Record.

  12. This position may also involve bending, walking stairs and lifting up to 40 pounds on occasion.

  1. Assist the designated site management with the paperwork demands of the residential programs.

  2. Answer the telephone in a pleasant and business-like manner.  Assure that all telephone messages are properly recorded and communicated to the appropriate staff person(s). 

  3. Word processing, via computer, client, and program related materials.

  4. Is goal-oriented and makes decisions involving everyone in the Revenue Cycle. Responsible for obtaining photo ID, insurance cards, signed forms and orders (when applicable) and scanning into the medical record at the time of registration/admission.

  5. Maintain client and program confidentiality as required by federal law.

  6. Admission scheduling and coordination, obtaining prior authorizations from payers to deliver services, & referrals to assist as needed. Obtain prior authorization to deliver services for a minimum of 95% of all clients. Works closely with other personnel to ensure a smooth, timely flow of patients and information to maximize reimbursement for services.

  7. Obtain current assessments/clinical information and Client Placement Agreements for all clients prior to admission for review by the clinical supervisor designated to the assigned location.

  8. Maintain financial records as required by the agency.  Check client accounts and other fiscal records for accuracy.  (When required by location).

  9. Collect and deposit client fees. Assist in the collection of client fees as it directly impacts the relationship between the client and Mirror Inc. 

  10. Assure that copies of all official program communications and client related materials are kept in the designated files.

  11. Duplicate records and papers as required.

  12. Employee’s ability to work cooperatively with the administrative office to complete the required paperwork (e.g., client balance reports, submission of weekly/monthly reports and other information as requested.) (Supervisors are asked to contact the corporate office, to potentially include the VP of Finance/Information Systems, to determine their perspectives on the employee’s overall job performance.)

  13. Maintain excellent relationships with referral sources, community partners, clients, co-workers, regulatory and licensing agencies, payers, insurance companies, and all other individuals and agencies with whom Mirror interacts during business.

  14. Perform other job-related functions as directed by the designated site manager