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Admissions Coordinator

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Job Details
Job Order Number
Company Name
Stormont-Vail HealthCare
Physical Address

Topeka, KS 66612
Job Description


The focus of the Admissions Coordinator is to act as liaison between the staff, physician and management to improve and maintain a quality admissions process. Management skills needed are those to, plan, organize, motivate and oversee the activities of the Admissions staff to ensure effective and timely placement of patients.

Critical team member whose major goal is to increase patient access to behavioral health services. Works to simplify the admission process through adult, child, and senior diagnostic units as needs determine. Educates and places patients in Inpatient, Partial and Outpatient programs as appropriate. Works in conjunction with Physicians, Charge Nurses, Inpatient and Outpatient Behavioral Health Directors, Patient Placement Coordinators, Case Managers and unit staff to develop an organized and structured admission process.

The position’s primary role is to assess the appropriateness for admission in conjunction with clinical criteria, and to facilitate behavioral health admissions. The role requires that the Intake Coordinator have expertise in psychiatric assessment of children, adolescent, adult, and geriatric individuals. The Intake Coordinator should possess excellent communication skills, as the role will require ongoing communication with both internal and external customers, referral sources and client systems. Positive problem solving under acute circumstances is essential.

Essential Duties and Responsibilitiesinclude the following. Other duties may be assigned.

Customer Service

+ Drives the admission process through developing a “one number/one call” process that simplifies admissions for patients and providers.

+ Provides a positive image to internal and external customers by communicating in a prompt, professional and friendly manner; placing a high priority on meeting customer needs within the framework of the admission criteria.

+ Facilitates referrals or admissions to other facilities if admission to Stormont Vail is determined to be unadvisable, inappropriate, or upon capacity.

+ Responds to customers’ concerns in a prompt, courteous manner.

+ Reports any difficulties or potential or actual risk concerns to the Medical Director, Administrative Director, and any other pertinent staff.

+ Defines and manages up potential barriers to the admissions process and patient placement. Identifies necessary process changes including recommendations for policy changes.

+ Manages admission’s forms format for efficiency, regulatory requirements, and ease of use.

+ Ensures admissions packets are complete and accurate.


+ Demonstrates ability to assess child, adolescent and adult client system requests and needs for admission to the Behavioral Health Department.

+ Facilitates patient access to admission including any necessary contact with treaters, staff, admitting psychiatrists, financial guarantors and/or community agencies or referral sources.

+ Exhibits critical thinking and good judgment.

+ Demonstrates thorough understanding of admission criteria and takes responsibility to clarify with other parties whenever necessary or appropriate. Communicates to Administrative Director and Medical Director prior to any admissions that involve exceptions to criteria

+ Exhibits knowledge relevant to psychiatric patients’ rights and other legal issues potentially encountered during the psychiatric admission for hospitalization.

+ Completes assigned portion of admission process and paperwork with patients and families.

+ Works smoothly in conjunction with preregistration.


+ Helps promote a positive work environment through interactions and communication with staff and external customers. Communicates promptly, professionally and sufficiently.

+ Maintains patient flow through the system.

+ Demonstrates customer focused interpersonal skills to interact effectively with practitioners, the interdisciplinary health team, community agencies, patients and families with diverse opinions, values, and religious and cultural ideals.

+ Provides any and all pertinent information to staff during the admission process.


+ Demonstrates leadership qualities including time management, positive communication, listening skills, priority setting, and work organization.

+ Demonstrates critical thinking through problem solving and decision-making.

+ Participates in a regular supervision process.

+ Demonstrates ability to identify learning needs and formulate professional work performance-related goals.

+ Completes all mandatory in-services.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


BSN or Master’s Degree in psychology, marriage and family therapy, or social work required along with current Kansas licensure commensurate with degree or BSN. Minimum of three years applicable psychiatric experience. Knowledge and ability in completing psychiatric assessments for other populations.

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