Admissions Coordinator

Position Summary

**Compensation: $50,000–$65,000 annually, commensurate with education, professional credentials, relevant behavioral-health experience, and qualifications. Candidates with advanced degrees, applicable Florida clinical licensure, and/or significant children's behavioral-health admissions experience may qualify for a higher starting salary within the posted range.**

Florida Palms Academy is seeking a compassionate, organized, proactive, and detail-oriented Admissions Coordinator to join our team. The Admissions Coordinator plays a critical role in the admissions process for children and adolescents referred to our Statewide Inpatient Psychiatric Program (SIPP).

The Admissions Coordinator serves as a primary point of contact for prospective residents, parents/guardians, referral sources, hospitals, behavioral health providers, case managers, insurance representatives, and other community partners. This position is responsible for coordinating referrals from initial inquiry through admission while ensuring that required information and documentation are obtained, reviewed, and communicated appropriately.

The ideal candidate will have experience working with children and adolescents with mental health and behavioral health needs, understand common psychiatric diagnoses and terminology, and be comfortable communicating with families and professionals during what can often be a stressful and sensitive time.

This position requires excellent organization, attention to detail, follow-through, communication skills, and the ability to manage multiple referrals and admissions simultaneously.

Essential Responsibilities

Referral and Admissions Coordination

• Review and staff incoming referrals for potential admission to Florida Palms Academy.
• Obtain and review referral information, including clinical, demographic, behavioral, medical, educational, and insurance information.
• Communicate with referral sources to obtain missing information and clarify clinical or placement needs.
• Communicate with parents/guardians regarding the Florida Palms Academy program, admission process, required documentation, expectations, and next steps.
• Communicate professionally with hospitals, behavioral health providers, case managers, Department of Children and Families representatives, insurance companies, and other referral sources as appropriate.
• Coordinate the admissions process from initial referral through acceptance and admission.
• Schedule and conduct admissions with the parent/guardian in accordance with Florida Palms Academy procedures.
• Complete required admission and intake documentation accurately and timely.
• Conduct the required face-to-face interview with the child/adolescent as part of the admission process.
• Ensure required consents, releases, records, and other admission documents are obtained and completed.
• Coordinate with the clinical and administrative teams to ensure the prospective resident is appropriate for the program and that the necessary information is available prior to admission.
• Assist in coordinating insurance verification, authorizations, and other payer-related admission requirements as applicable.
• Track all referrals from initial receipt through disposition, including referrals that are accepted, declined, pending, or otherwise unable to be admitted.
• Maintain accurate referral and admission records and provide updates regarding referral status as needed.
• Follow up with referral sources and families in a timely manner regarding outstanding information, admission decisions, and scheduling.
• Maintain an organized admissions pipeline and ensure referrals do not become stagnant or overlooked.

Family and Referral Source Relations

• Serve as a professional and compassionate representative of Florida Palms Academy throughout the admissions process.
• Educate families and referral sources regarding the SIPP program, services provided, admission criteria, and expectations.
• Respond promptly and professionally to telephone calls, emails, and other communications regarding admissions.
• Establish and maintain positive working relationships with referral sources and community agencies.
• Handle sensitive and potentially difficult conversations with families and referral professionals in a respectful, professional, and supportive manner.
• Maintain appropriate boundaries and protect confidential information at all times.

Documentation and Compliance

• Enter and maintain accurate information in the electronic medical record (EMR/EHR) and other applicable systems.
• Ensure admissions documentation is complete, accurate, legible, and submitted within required timeframes.
• Maintain confidentiality of resident and family information in accordance with HIPAA and applicable federal and Florida laws, regulations, and organizational policies.
• Follow Florida Palms Academy policies and procedures related to admissions, documentation, confidentiality, safety, and resident rights.
• Maintain accurate records of referral activity, admissions, and referral outcomes.
• Assist with audits, quality assurance activities, and requests for admissions-related documentation as needed.

Knowledge, Skills, and Abilities

The successful candidate should demonstrate:

• Knowledge and understanding of children's and adolescents' mental health and behavioral health needs.
• Familiarity with common psychiatric diagnoses and DSM-5 terminology.
• Understanding of behavioral health services and the challenges faced by children, adolescents, and their families.
• Strong verbal and written communication skills.
• Excellent organizational skills and exceptional attention to detail.
• Ability to prioritize multiple referrals, admissions, telephone calls, emails, and administrative responsibilities.
• Ability to work effectively under time constraints and meet deadlines.
• Strong interpersonal and customer-service skills.
• Ability to communicate professionally with children, parents/guardians, clinicians, hospitals, insurance representatives, and community agencies.
• Ability to establish and maintain effective working relationships with colleagues and external referral partners.
• Ability to exercise sound judgment and maintain professionalism when dealing with sensitive or confidential information.
• Proficiency with Microsoft Office, including Word, Excel, and Outlook.
• Ability to learn and effectively utilize EMR/EHR and other electronic systems.
• Knowledge of HIPAA and healthcare confidentiality requirements.
• Familiarity with health insurance, Medicaid, authorizations, and behavioral health admission processes is preferred.
• Ability to work independently while also functioning effectively as a member of an interdisciplinary team.
• Demonstrates initiative, accountability, reliability, and follow-through.
• Positive, professional, compassionate, and team-oriented attitude.

Minimum Qualifications

• Bachelor's degree or higher from an accredited college or university in Human Services, Psychology, Social Work, Behavioral Health, or a related field. Candidates with an active Florida clinical license, including LCSW, LMHC, or LMFT, are preferred and may qualify for placement at a higher level within the salary range.
• Minimum of one year of experience working with children and/or adolescents in community-based, behavioral health, social service, residential, or related settings.
• Experience working with children, adolescents, and families with behavioral health or mental health needs.
• Working knowledge of children's mental health diagnoses and DSM-5 terminology.
• Proficiency in Microsoft Office applications.
• Ability to maintain strict confidentiality and comply with HIPAA and organizational requirements.
• Ability to work a flexible schedule based on the needs of the admissions department and program.
• Bilingual English/Spanish or Creole is preferred.

Preferred Qualifications

• Previous admissions or intake experience in a behavioral health, psychiatric, residential, hospital, or similar setting.
• Experience with children's psychiatric or residential treatment programs.
• Experience reviewing behavioral health referrals and clinical records.
• Experience with Medicaid, managed care organizations, insurance verification, and/or behavioral health authorizations.
• Experience working with hospitals, community mental health providers, child-serving agencies, or other referral sources.
• Experience using an electronic medical record (EMR/EHR) system.

Personal Characteristics

The ideal candidate is:

• Compassionate and approachable
• Professional and dependable
• Organized and highly detail-oriented
• Goal-oriented and motivated
• Proactive and willing to take initiative
• Comfortable working in a fast-paced environment
• Able to manage competing priorities
• A strong communicator and active listener
• Comfortable interacting with children, families, and professionals
• Able to work collaboratively with an interdisciplinary team
• Committed to providing a positive experience for children and their families while maintaining appropriate professional boundaries

Why Join Florida Palms Academy?

At Florida Palms Academy, the admissions process is more than paperwork—it is often the beginning of a significant change in a child's life. The Admissions Coordinator helps connect children and families with the specialized psychiatric treatment and supportive services they need.

This position provides an opportunity to make a meaningful difference while working alongside a multidisciplinary team dedicated to helping children and adolescents stabilize, develop healthier skills, strengthen family relationships, and work toward successful discharge and return to the community.

Florida Palms Academy is committed to providing compassionate, professional, and high-quality care to the children and families we serve.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Referral program
• Vision insurance

Work Location: In person