Admissions Referral Coordinator

Description

The Admissions Referral Coordinator supports the Admissions Team by managing and responding to treatment referrals received from professional partners including hospitals, case managers, and community agencies. This role focuses on coordinating referrals received through email, secure messaging, and other professional communication channels to help determine appropriate placement within Axiom Care programs. 

The Admissions Referral Coordinator works closely with referral partners, internal admissions staff, operational leadership, and medical teams to facilitate timely and appropriate residential placement. While this role may assist with select inbound calls when appropriate, the primary focus is on managing written referrals, coordinating admissions logistics, and maintaining strong communication with referral sources. 

Hiring Full time - non-exempt 

Monday - Friday 8:00 AM - 4:00 PM

Monday - Friday 9:00 AM - 5:00 PM 

*Will shift based with Daylight Savings Time

This position is primarily based in the office at Axiom Care. 

Admissions Representatives are expected to work on-site during the initial training period and while establishing performance standards. Limited remote work opportunities may be considered after successful completion of training and at least 90 days of employment, based on performance and departmental needs. Representatives must also be available for occasional in-person meetings, trainings, and community or marketing events throughout the Phoenix metro area. 

Responsibilities:

· Monitor and respond to incoming referrals from hospitals, case managers, outreach partners, and other community organizations through email, text, and other communication channels.

· Review referral information and coordinate with admissions staff, medical teams, and program leadership to determine appropriate placement within Axiom Care programs.

· Serve as a primary point of contact for professional referral partners seeking placement for clients.

· Maintain timely communication with referral sources regarding admissions status, next steps, and program availability.

· Coordinate residential admissions logistics including documentation, communication with facility leadership, and client arrival planning. 

· Create and maintain accurate records for referred clients and ensure all relevant information is properly documented in the CRM and medical record systems. 

· Collaborate closely with operational and medical teams connected to Axiom Care’s BHRF programs to support placement decisions and admission coordination.

· Assist the Admissions team by supporting high-priority or relevant inbound calls when appropriate.

· Follow up with referral partners and agencies to ensure continuity of communication and strengthen professional relationships.

· Participate in marketing and outreach events when appropriate to support referral partner engagement and education about Axiom Care services.

· Work closely with colleagues across departments to maintain knowledge of current program offerings, bed availability, and admission criteria. 

· Compassionately assess caller’s situation and need for treatment.

· Verify insurance benefits – help coach prospective client or their families through AHCCCS enrollment if needed.

· Utilize independent judgement to determine whether callers are willing and able to attend treatment and are a fit for an Axiom Care program. Refer to a local partner facility if necessary.

· Log all relevant call and referral information.

· Follow-up with previous callers and referral sources whenever possible.

· Build and maintain strong working relationship with company stakeholders and referral sources.

· Create initial medical record for incoming clients.

· Assist in crisis situations and provide interventions based on training and experience when necessary.

· Work closely with colleagues and other departments to maintain knowledge about current program offerings and availability

· Participate in team meetings, handling correspondence, sharing meeting responsibilities, responding to routine requests, and assisting with the collaboration of professional learning and professional development.

· Other duties as assigned or necessary to support the program and/or Axiom Care as assigned by management.

Who is Axiom Care?

Founded in 2012, Axiom Care is a Phoenix-based behavioral health organization that aims to ensure every Arizonan has access to compassionate, effective substance use treatment. With facilities in Maricopa and Pinal Counties, we offer comprehensive services including 24/7 observation, inpatient detoxification, residential treatment, outpatient treatment, and recovery housing with a focus on underserved populations.

Beyond our full-continuum community programs, we proudly operate specialty programs for the justice-involved (in partnership with ADCRR), for members of the Navajo Nation (in partnership with the Navajo Department of Health), and for Veterans (co-located on the Victory Place campus).

Together, we’re building a future where compassionate care is accessible to all – come be a part of it!

What we offer

· Medical, Dental, and Vision

· 401(k) with up to 3.5% match

· Paid time off (PTO), paid sick time, and paid holidays

· Tuition Reimbursement

· Reimbursement for CMEs

· Free criminal record clearance for eligible justice-impacted staff through a partnership with Rasa Legal

· Employee Assistance Program (EAP)

· Voluntary benefits including group term life, voluntary term life, AD&D, short term disability, and accident coverage

Requirements

Required Skills:

· Ability to maintain unwavering compassion and empathy over the phone is a must.

· Proficiency with Microsoft Office (Word, Excel, Outlook) required. 

· Ability to multitask, work well under pressure, and turn on a dime, as necessary.

· Motivated, passionate hard-worker, and self-starter.

· Ability to read and interpret written information; write clearly and informatively.

· Ability to speak clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; and participates in meetings.

· Excellent computer-based and telephonic skills.

· Exceptional customer service skills.

· Ability to strategize, persuade and negotiate.

· Strong goal setting skills and goal achievement history.

· Ability to multi-task and successfully prioritize workload.

· Excellent problem solving and decision-making skills.

  Education and Experience:

· At least one year personal or professional experience in substance abuse treatment and recovery preferred.

· At least one year in customer service or sales preferred.

· High School Diploma or GED preferred.

· Bilingual (English-Spanish or English-Navajo) a plus.  

  Required Competencies:

 · Building Trust - Interact with others in a way that gives them confidence in one’s motives and representations and those of the organization. Is seen as direct and truthful; keeps confidences, promises, and commitments.

· Decision Making/Problem Solving - Breaks down problems into components and recognizes interrelationships; makes sound, well-informed, and objective decisions. Compares data, information, and input from a variety of sources to draw conclusions; takes action that is consistent with available facts, constraints, and probable consequences.

· Planning/Organizing - Organizes work, sets priorities, and determines resources requirements; determines necessary sequence of activities needed to achieve goals.

· Interpersonal Communication - The ability to establish rapport quickly and communicate effectively with consumers of healthcare, their family members, and other providers.

· Screening/Assessment - The ability to conduct brief, evidence-based and developmentally appropriate screening and to conduct or arrange for more detailed assessments when indicated.

· Knowledge of Company Stakeholders – Basic understanding of relationships with company stakeholders (Arizona Department of Corrections, Maricopa County Adult Probation, A New Leaf, etc.) Basic understanding of relationships with local hospitals/detox centers/Community Bridges etc.

Physical Requirements:

· Prolonged periods of sitting at a desk and working on a computer.

· Must be able to lift up to 15 pounds at times. 

Disclaimer

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions