Admissions and Special Projects Coordinator

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The Joseph J. Peter’s Institute, a leading provider of mental health services for survivors of sexual abuse and trauma, is seeking an individual to oversee the intake department at Survivor Services and to coordinate and oversee special projects, including external grant and foundation funded initiatives. This position reports to the Operations Manager.

Intake/Intake Management Responsibilities:

• Coordinate the work of the intake department at Survivor Services, including communicating and working closely with the Coordinator of Evaluation Services to make sure guidelines/targets for number of available intake spots and number of days until first available appointment are optimized.
• Ensure that the following intake activities are completed on a daily basis:
  • Document all communication with referrals and referral sources.
  • Collaborate with the Case Management Department, Operations Manager, Front Desk Staff (clinical secretaries), and Medical records staff to ensure rapid completion and follow through for all referrals made to the organization.
  • Meet with participants on the day of their evaluation/intake in order to facilitate completion of intake paperwork and describe the evaluation/intake process to participants. Demonstrate integrity and empathy across age, gender, and other individual differences.
  • Schedule intake appointments. Manage the intake calendar.
  • Maintain databases to track multiple aspects of the intake process.
  • All website referrals, telephone referrals, and internal PHMC referrals are responded to within one business day.
  • Effectively and promptly respond to in-coming calls and provide accurate information to all callers in a professional manner. Respond to the caller’s needs and concerns and make determinations on a case-by-case basis how to best move the process forward in terms of scheduling an intake, deferring until a later date, or referring to another provider.
  • Ensure pre-service packets are created (up to 70 per week) so that they are prepared for each scheduled participant on the day of the intake/evaluation.
  • Gather appropriate documentation required prior to or the day of the evaluation/intake. Materials are reviewed for required information.
  • Keep clear, accurate notes in the client records database and any other referral tracking databases.
• Work with supervisor and coordinators to strategize and identify ways to initiate and facilitate working professional relationships with referral sources.
• Provide the Director of Clinical services with monthly referral and admissions data (including referrals completed by source, by type (child and adolescent), by month, show rate percentage, rescheduled percentage, etc.
• Collaborate with management staff to identify referral and admissions trends based on historical data and financial or structural changes in state funding or provider agencies. Take the initiative to respond to problems/trends independently, and by working closely with management team staff.
• Work closely with the Coordinator of Evaluation Services and the Coordinator of Survivor Services to plan for identifying and hiring sufficient evaluators based on anticipated and projected trends in intake.
• Serve as a liaison to PHMC regarding the PHMC Refers automated referral process. Take responsibility for following up on all PHMC refers referrals according to agreed upon guidelines
• Other intake/intake management duties as assigned.

Special Project Coordination Responsibilities:

• Assist in coordinating grant proposal and foundation responses (including assisting in the writing of grants, coordinating the work of multiple grant writers within JJPI, and working with outside proposal writers) in order to ensure a solid and ongoing funding base for treatment, prevention, training, and education programs.
• Provide direct administration and oversight of on-site and off-site grant-related programming projects, and other partnerships and provide reporting formally (in report format) and informally (at meetings/conferences, etc.). Oversee required monthly, quarterly, and annual reporting.
• Provide administrative oversight for JJPI’ s data management initiatives, including evaluation capacity building initiatives, and ongoing coordination of partnerships with external partners (e.g., universities, outside research institutions, etc.). Make sure that databases are maintained and contain data that is appropriate for analysis. Oversee compliance of clinicians and other staff with required data collection process.
• Maintain quarterly programmatic process and outcomes database
• Work with IT department to oversee integration of electronic health records and other outside databases in to a cohesive data dashboard
• Work with Outreach and Prevention department to oversee interns and provide administrative supervision for staff who are assigned to grant and foundation-funded projects and the intake department.
• Support Outreach and Prevention department to cover outreach events, including Healthy Minds Philly screening events
• Support the scheduling and logistical details of trainings for schools, community groups, and other organizations. Present trainings when the topic is within the area of expertise of the staff person
• Other special project management duties as assigned

• Supervision Exercised:

• Provide administrative supervision for individuals working on special projects and grant/foundation funded projects.
• Supervise interns and co-op students in their support of the intake process, and supervise front desk staff on their work on intake-related matters (e.g., reminder calls, reschedules, etc.)

• Skills:

• Work effectively, respectfully, and be eager to contribute to the team’s success.
• Understand and communicate with other programs within JJPI and PHMC.
• Listen and share ideas in a positive manner.
• Know and diligently follow the agency policies /exhibit and follow all HIPAA guidelines.
• Take Ownership for the entire Referral/Intake process and show a commitment to continuous improvement and growth in the process at all times
• Access to transportation in order to work at offsite locations throughout the city of Philadelphia and surrounding area

• Experience and Education:

• Experience in administrative clerical support or case management a plus.
• Working knowledge of word processing, spreadsheets, and data base management.
• Background in use of data to monitor the functioning of a process/department.
• Experience and knowledge of Microsoft Office software products, especially Excel
• A BA or BS in a social services field with at least 1 year experience in administrative clerical support and overseeing a department/process.

Salary:

• Commensurate with experience
• Grade 17