Position Summary
The Admissions Supervisor holds full management responsibility for the admissions function, overseeing both the Lead Admissions Coordinator and the Admissions Coordinator team. While the Lead Admissions Coordinator manages daily workflow, training, and quality checks, the Admissions Supervisor owns the admissions department's performance as a whole: staffing and personnel decisions, performance management, budget and capacity planning, policy authority, escalated compliance issues, and accountability to organizational leadership for admissions outcomes and KPIs.
Essential Duties and Responsibilities
Department Leadership & Personnel Management
- Hold full supervisory authority over the Lead Admissions Coordinator and Admissions Coordinator team, including hiring, disciplinary action, performance improvement plans, and termination decisions, in partnership with Human Resources.
- Conduct formal performance evaluations for the Lead Admissions Coordinator and, in partnership with the Lead, for Admissions Coordinators.
- Set individual and team performance goals; hold staff accountable to productivity, quality, and customer service standards.
- Approve timekeeping, PTO requests, and staffing schedules for the admissions department.
- Serve as the final point of escalation for complex admissions issues, staff conflicts, or policy exceptions that exceed the Lead Admissions Coordinator's authority.
Strategic Oversight of the Admissions Function
- Own department-level admissions KPIs (e.g., conversion rate, time-to-admission, referral response time, cancellation/no-show rate) and report performance to executive leadership.
- Analyze admissions pipeline trends and volume forecasts to inform staffing levels, coverage planning, and resource allocation.
- Set and approve admissions policies, procedures, and workflow changes developed by the Lead Admissions Coordinator; ensure alignment with organizational strategy and regulatory requirements.
Compliance & Risk Oversight
- Hold ultimate accountability for admissions documentation compliance, CRM data integrity, and adherence to HIPAA, 42 CFR Part 2, and other applicable confidentiality and licensing regulations.
- Review quality assurance findings escalated by the Lead Admissions Coordinator and direct corrective action plans as needed.
- Serve as the admissions department's point of contact during audits, surveys, or regulatory reviews.
- Ensure admissions practices align with payer, licensing, and accreditation requirements
Cross-Functional & Financial Coordination
- Partner with billing, utilization review, and revenue cycle leadership to resolve systemic insurance verification, authorization, or reimbursement issues affecting admissions.
- Represent the admissions department in interdepartmental and leadership meetings, providing updates on pipeline health, staffing, and process improvement initiatives.
- Evaluate and recommend CRM, telephony, or scheduling technology improvements to support admissions efficiency.
Escalated Referral Source & External Relations
- Manage escalated or high-value referral source relationships, including addressing service concerns and negotiating workflow expectations.
- Partner with business development/marketing leadership on referral source strategy, ensuring admissions capacity and responsiveness support outreach initiatives.
Direct Involvement (as needed)
- Step into direct admissions coordination or Lead Admissions Coordinator duties during periods of high volume, staffing shortages, or leadership transitions.
Qualifications
Education & Experience
- Bachelor's degree in healthcare administration, business, psychology, social work, or a related field required; equivalent combination of education and experience considered.
- Minimum 4–5 years of experience in healthcare or behavioral health admissions/access services, including at least 2 years in a formal supervisory or management role.
- Demonstrated experience managing staff performance, including hiring, coaching, corrective action, and termination.
- Strong working knowledge of insurance verification, authorizations, payer requirements, and behavioral health admission criteria.
- Experience with CRM/EMR systems and using data/reporting to drive operational decisions.
Knowledge, Skills & Abilities
- Thorough knowledge of HIPAA, 42 CFR Part 2, and applicable state and federal behavioral health regulations.
- Strong leadership and people-management skills, with the ability to develop and hold managers and staff accountable.
- Strategic and analytical mindset, with the ability to translate KPI data into staffing and process decisions.
- Excellent communication and negotiation skills for managing referral source relationships and cross-departmental collaboration.
- Ability to represent the admissions function credibly to executive leadership and external stakeholders.
Pay: From $65,000.00 per year
Work Location: In person
