Admissions Specialist (Full-Time)

Title: Admissions Specialist
Job Type: Full-Time - 40 hours/week, Non-Exempt
Schedule: Monday - Friday, first shift: 8:00 a.m. - 4:30 p.m.(subject to change based on program needs)
Location: 2625 N Weil St. - Milwaukee, WI 
Reports to: Manager of Residential Clinical Services 
Department: Residential

Background 

Meta House is a non-profit organization dedicated to ending the generational cycle of addiction by healing women and strengthening families. This unique mission is at the heart of everything we do, inspiring our work and connecting us to our community. We offer a highly rewarding work environment where your contributions are valued and appreciated, and where you will have the opportunity to make a significant impact. 

Position Summary

Responsible for executing Meta House’s strategy in support of the organization’s mission, goals, values, and strategic direction. Because this position is often the first person most clients will encounter in their journey to Meta House, they are the “face of the organization” and must provide exceptional empathy, efficiency, organization, and customer service. Processes all incoming calls and emails for service, completes pre-admissions screening and triage, and arranges all intakes to residential (and future: outpatient and recovery housing). Manages wait lists and maintains relationships and communication with all contracting agencies and referral sources. Supports residential intake process and teams with medical and clinical staff on admission questions that may require special medical and/or mental health needs. 

Position Duties and Responsibilities 

Process all requests for services at Meta House: answer calls, texts, and emails, complete pre-admission interview, triage for level of care, communicate wait time and next steps to client/referral source, and schedule all admissions into the correct level of care/program, balancing the requirements of contracts and input from clinical/leadership team. Refer between programs as appropriate. 

• Complete all processes and documents in a timely and accurate fashion, utilizing electronic health record and SharePoint to house records and reports.
• Maintain and manage the census, waitlists, reports, and admissions communications for Meta House program(s).
• Respond to calls, emails, and web inquiries from clients and referral sources regarding Meta House programming.
• Coordinate pre-admission logistics with team members including but not limited to enrollment in detoxification services (if applicable), immediate prenatal or delivery needs, and any pending or unique legal, medical, psychiatric, or resource (e.g. transportation) needs.
• Provide pre-admission information to clients and referral sources regarding program expectations.
• Collect funding/insurance source and communicate any contract, insurance, or funding needs to appropriate team members to mitigate delays in care.
• Make daily phone calls/texts per schedule: reminder calls for those with scheduled admissions and waitlist updates for those awaiting an admission date.
• Coordinate all upcoming admissions with Manager of Residential Clinical Services and Manager of Residential Operations to determine timing, special needs, community concerns, and room assignments.
• Manage relationships and communication with referral sources, including Department of Corrections partners.
• Attend staff meetings and maintain frequent communication with clinical team to gain insight into current and upcoming availability. Present future admissions at weekly staffing meetings preparing the team to best serve each incoming client.
• Uphold, understand, and review all client-related policies, procedures as outlined by Rewards in Positive Living Environment (RIPLE), Employee Handbook and CBRF regulations.
• Other duties as temporarily or permanently assigned.

Requirements:

Required Education:

Associate’s degree 

Required Work Experience:

• Three years’ professional experience in a mental health and/or substance use disorder field working with individuals with chronic mental health conditions and/or substance use disorders.

Required Licensure/Credentials:

Valid Wisconsin driver's license

Preferred Education:

• Bachelor’s Degree

Preferred Work Experience:

• Experience working in admissions or intake preferred.

 Preferred Licensure/Credentials:

• SAC-IT, SAC, CSAC ***Please include credential/license number(s)***

Required Knowledge, Skills, & Abilities

• Demonstrated record of exceptional customer service, organization, and decision-making skills.
• Demonstrated record of clinical triage skills and interdisciplinary collaboration.
• Knowledge of Trauma Informed Care and ability to aid residents with a TIC approach
• Ability to work effectively with both internal and external customers and teams
• Critical thinking, flexibility, and independent problem-solving skills
• Strong organization skills and attention to detail
• Ability to manage tasks, information, and schedules efficiently to reduce wait times and client risk
• Communication skills, including strong writing abilities
• Ability to prioritize and manage multiple priorities at once.
• Skills in structured interviewing, conflict management, and crisis de-escalation
• Knowledge of community resources
• Computer skills including proficiency in Word, Excel, and other applications
• Ability to pass a criminal background, drivers, and reference checks; pre-employment education verification; physical & TB test; stay updated on measles, mumps, rubella, varicella, and the seasonal, annual flu shot
• Ability to adhere to no smoking policy.
   

Working Conditions and Physical Requirements: 

• Tolerate occasional hot or cold days.
• Sit or stand for extended periods of time including alternating sitting or standing at will.
• Lift and up to 25 pounds on a regular basis and 40 pounds on occasion.
• Ascend and descend stairs using feet and legs.
• Bend, stoop, twist, squat, and kneel to perform essential functions.
• Reach overhead, and at or below shoulder level.
• Read and enter text or data into a computer or other system.
• Seize, hold, grasp, turn, or otherwise work with hands.
• Touch, pick, punch or otherwise working with fingers.
• Hear, understand, and distinguish speech and/or other sounds to communicate with clients and/or colleagues.
• Express or exchange ideas by means of spoken word to impart oral information to clients or the public and convey detailed spoken instructions to others accurately, loudly, or quickly.
• See clearly at approximately 20 inches or less including use of computers or tablet.
• Visually identify clients and others for reasons including, but not limited to security, presence in the building, and medication dispensing.
• Valid Wisconsin driver’s license required.
• Ability to operate agency vehicle for work related duties.
• Ability to operate agency 15 passenger van.
• Access to personal vehicle for work purposes.
• Ability to use personal vehicle for work related duties.
• Auto insurance coverage with the following limits: 100k per person bodily injury/300k per accident bodily injury limit/100k property damage liability (required for employees using their personal vehicle for work or for employees transporting clients in their personal vehicle).
   

Additional Information:

• This description was prepared to help evaluate various classes of responsibilities, skills, and working conditions. It indicates the kinds of tasks and levels of work difficulty required of positions given this classification. It is not intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision.
  • Nothing contained herein is intended or shall be construed to create or constitute a contract of employment between any employee or group of employees and Meta House. Meta House retains and reserves all rights to change, modify, amend, add to, or delete from any section of this document as it deems, in its judgment, to be proper.

Total Reward Benefits Meta House offers:

• Medical, dental, vision, employer paid life insurance, short-term and long-term disability, nine paid holidays, paid day off for your birthday and a generous PTO plan.
• All employees are eligible to participate in the retirement plan, Employee Assistance Program, and may be eligible for Public Service Loan Forgiveness
• Additional perks such as free parking, casual dress code (jeans!) on-site flu clinic, free raffles for Article furniture, professional development, frequent free food and snack, and numerous employee appreciation events to name a few.

Meta House is an equal opportunity employer. Employment and advancement opportunities are based on merit and qualifications. Meta House does not discriminate based on race, creed, color, religion, sex, age, national origin, disabilities, veteran status, marital status, sexual orientation, military status, or any other characteristic protected by state or federal law. We are committed to achieving excellence through cultural diversity. We encourage women, persons of color, persons with disabilities, veterans and members of the LGBTQIA community to apply.