Clinical Admissions Coordinator (LCSW or LMHC)
Department: Admissions
Reports To: Executive Director
Location: Fort Lauderdale
Employment Type: Full-Time
Compensation: Base Salary $90,000-$100,000 annually, plus performance-based incentive compensation tied to established Key Performance Indicators.
Position Summary
The Clinical Admissions Coordinator serves as a key clinical and operational leader within the Admissions Department and acts as the primary point of contact for designated referral partners and priority referral sources. This role is responsible for conducting clinical reviews of prospective admissions, making timely admission determinations, and ensuring all pre-admission documentation meets clinical, regulatory, and organizational standards.
The Clinical Admissions Coordinator plays a critical role in supporting census management, referral relationship development, admissions quality assurance, and staff development while ensuring that all admission decisions align with the organization's clinical capabilities, safety standards, and treatment philosophy.
As a licensed clinician, the Clinical Admissions Coordinator is responsible for reviewing, approving, and signing off on pre-admission assessments.
Essential Duties and Responsibilities
Clinical Admissions Management
- Serve as the primary clinical reviewer for referrals received from designated priority referral sources.
- Evaluate referral packets and clinical documentation to determine appropriateness for admission.
- Make timely accept, deny, or request-for-additional-information decisions based on established admission criteria.
- Review and approve pre-admission assessments and sign off on admission recommendations as required by organizational policies in the EMR system.
- Provide clinical oversight and consultation to Admissions staff regarding referral evaluations and placement decisions.
- Ensure all admission determinations are clinically appropriate and support client safety and treatment success.
- Assist the clinical team in chart review and chart signature when needed.
Referral Source Relationship Management
- Serve as a clinical liaison to preferred referral sources, hospitals, treatment providers, healthcare organizations, and community partners.
- Maintain professional and responsive communication with referral partners.
- Collaborate with Business Development to identify and cultivate new high-quality referral sources.
- Support efforts to expand and strengthen CBH's referral network.
Admissions Operations
- Assist in managing referral flow and maintaining appropriate program census levels.
- Coordinate with Clinical Directors, Nursing Leadership, Medical Providers, and Operations teams regarding incoming admissions.
- Ensure programs are adequately prepared for client arrivals and any specialized clinical needs.
- Escalate clinical concerns or unusual cases to appropriate leadership when necessary.
Quality Assurance and Compliance
- Ensure all pre-admission and admissions documentation is completed accurately, timely, and in compliance with applicable regulations, payer requirements, and CBH policies.
- Conduct audits of referral documentation and admissions records to ensure quality and compliance standards are maintained.
- Identify documentation deficiencies and implement corrective actions when necessary.
- Participate in quality improvement initiatives related to admissions processes.
Training and Staff Development
- Provide ongoing clinical education and training to Admissions Department staff.
- Assist with onboarding and development of new admissions personnel.
- Educate staff on admission criteria, levels of care, risk factors, documentation requirements, and clinical best practices.
- Support consistency in admission decision-making across the department.
Data Analysis and Performance Improvement
- Monitor and analyze referral and admissions data to identify trends, opportunities, and potential barriers to admission.
- Track key performance metrics related to referral conversion, response times, denial rates, census stability, and referral source performance.
- Provide recommendations to leadership regarding process improvements and operational efficiencies.
- Participate in regular performance review meetings and reporting.
Minimum Qualifications
Education
- Master's Degree in Social Work from an accredited institution required.
Licensure
- Active and unrestricted Florida Licensed Mental Health Counselor (LMHC) or Licensed Clinical Social Worker (LCSW) credential required.
Experience
- Minimum of three (3) years of behavioral health admissions experience required.
- Experience reviewing referrals and making admission determinations in both inpatient and outpatient behavioral healthcare settings required.
- Experience working with mental health and substance use disorder populations preferred.
- Experience collaborating with hospitals, treatment centers, healthcare providers, and referral partners preferred.
Knowledge, Skills, and Abilities
- Extensive knowledge of behavioral health levels of care and placement criteria.
- Strong clinical assessment and decision-making skills.
- Knowledge of regulatory and compliance requirements related to admissions and documentation.
- Excellent interpersonal and relationship-building skills.
- Strong organizational and time management abilities.
- Ability to prioritize and make sound clinical decisions in a fast-paced environment.
- Strong written and verbal communication skills.
- Ability to analyze operational and admissions data to identify trends and opportunities.
- Proficiency with electronic health records and admissions management systems.
Performance Expectations
Success in this role will be measured through predefined KPIs, including but not limited to:
- Referral response time.
- Referral conversion and admission rates.
- Census growth and stability.
- Documentation quality and compliance standards.
- Preferred referral source satisfaction.
- Admissions process efficiency.
- Clinical review accuracy and consistency.
- Staff training and development contributions.
