HYBRID POSITION
Admissions & Outreach Coordinator
Position Summary
The Admissions & Outreach Coordinator serves as the primary point of entry for individuals seeking services throughout Tessa Lee Libby Treatment Center. This position is responsible for managing the admission process from initial referral through admission, ensuring timely access to care, high-quality clinical assessments, and a welcoming experience for prospective clients.
The Admissions & Outreach Coordinator conducts admission screenings, biopsychosocial assessments, ASAM assessments, coordinates admissions, collaborates with referral partners, and communicates with internal clinical staff to ensure smooth transitions into treatment.
This is a hybrid position requiring a minimum of three days per week onsite at the residential treatment program to conduct in-person admissions and coordinate intake activities. During periods of lower admission volume, the coordinator is responsible for conducting outreach to referral sources, community partners, hospitals, correctional facilities, behavioral health providers, and other stakeholders to strengthen organizational partnerships and increase access to services.
Reports To
Clinical Director
Employment Status
Full-Time
Hybrid Position
Essential Duties and Responsibilities
Admissions & Intake
Serve as the primary contact for all incoming referrals across the organization.
Respond promptly to referral inquiries.
Complete telephone and in-person admission screenings.
Determine preliminary eligibility for services.
Coordinate admissions for Residential, MAT, Intensive Outpatient (IOP), Outpatient Counseling, DEEP, and other organizational services.
Schedule intake appointments.
Maintain regular communication with referral sources throughout the admission process.
Coordinate admissions with nursing, medical providers, clinical staff, residential staff, and leadership.
Ensure all required documentation is obtained prior to admission.
Verify insurance and coordinate with administrative staff as needed.
Maintain accurate admission tracking logs and referral data.
Clinical Assessment Responsibilities
Conduct comprehensive biopsychosocial assessments.
Complete ASAM assessments and determine appropriate level of care recommendations.
Assess immediate safety concerns, including suicide risk, withdrawal risk, and medical stability.
Collect collateral information when appropriate.
Identify barriers to treatment and assist with problem-solving prior to admission.
Provide clear clinical recommendations for level of care.
Ensure assessments support medical necessity and organizational documentation standards.
Coordination of Care
Communicate admission recommendations to the treatment team.
Coordinate transfers between levels of care when appropriate.
Obtain Releases of Information.
Coordinate with hospitals, detoxification programs, correctional facilities, outpatient providers, and community agencies.
Assist clients and referral sources with navigating treatment options.
Support continuity of care throughout the admission process.
Outreach & Community Relations
When admission volume allows, actively engage in outreach activities including:
· Develop relationships with hospitals
· Behavioral health providers
· Primary care providers
· Emergency departments
· Correctional facilities
· Recovery community organizations
· Case management agencies
· DHHS
· Community mental health agencies
· Attend networking events and community meetings.
· Provide presentations regarding organizational services.
· Maintain referral relationships.
· Track outreach efforts and referral trends.
· Assist with marketing initiatives and program awareness.
· Represent the organization professionally within the community.
Documentation
Complete all admission documentation accurately and within required timeframes.
Ensure documentation complies with agency policy, licensing requirements, payer expectations, HIPAA, and 42 CFR Part 2.
Maintain accurate clinical records.
Document care coordination activities.
Ensure assessments support medical necessity.
Quality Improvement
Participate in utilization review activities.
Monitor admission trends.
Identify barriers to timely access to care.
Assist with quality improvement initiatives related to admissions.
Participate in team meetings and case consultations.
Support Joint Commission readiness activities.
Assist in monitoring admission metrics and outcome measures.
Minimum Qualifications
Bachelor's degree in Behavioral Health, Social Work, Psychology, Counseling, or related field required and/ or Licensed Alcohol and Drug Counselor (LADC), LCPC, LMSW-CC, LCSW, LMFT, or equivalent preferred.
Experience completing biopsychosocial assessments.
Knowledge of ASAM Criteria.
Experience working in Substance Use Disorder treatment preferred.
Knowledge of motivational interviewing.
Excellent communication and relationship-building skills.
Strong organizational skills.
Ability to work independently.
Valid driver's license and reliable transportation.
Preferred Qualifications
Experience conducting clinical assessments.
Experience in residential treatment.
Knowledge of MaineCare authorization processes.
Experience with electronic health records.
Community outreach or business development experience.
Knowledge of MAT/MOUD services.
Understanding of trauma-informed care.
Required Knowledge, Skills & Abilities
Knowledge of ASAM Criteria
Clinical interviewing skills
Excellent written documentation
Strong interpersonal communication
Professional presentation skills
Relationship building
Time management
Organization
Problem-solving
Critical thinking
Professional boundaries
Ability to prioritize multiple referrals simultaneously
Strong customer service orientation
Ability to work collaboratively with multidisciplinary teams
Physical Requirements
Ability to sit, stand, and walk for extended periods.
Occasional lifting up to 25 pounds.
Travel within the community for outreach activities.
Ability to use computers and standard office equipment.
Work Schedule
Hybrid Position
Minimum three (3) days per week onsite at the residential program.
Remaining schedule may be completed remotely based upon operational needs and supervisor approval.
Occasional evening community events or outreach activities may be required.
Performance Expectations
Success in this role will be measured by:
- Timely response to referrals
- Timeliness and quality of biopsychosocial and ASAM assessments
- Admission conversion rate (screenings to admissions)
- Referral source satisfaction
- Documentation accuracy and timeliness
- Outreach activities completed
- Growth in referral partnerships
- Compliance with agency, licensing, and Joint Commission standards
- Positive collaboration with clinical, residential, and medical teams
Pay: $24.00 - $26.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
