Manager Of Admissions & Special Projects

PHMC is proud to be a leader in public health. PHMC requires all employees to be fully vaccinated for COVID-19 before the first day of employment. We will offer the vaccination at no cost via our Health Centers.

JOB OVERVIEW:

The Joseph J. Peters Institute, a leading provider of mental health services for survivors of sexual abuse and trauma, is seeking a Manager of Admissions & Special Projects. This individual will oversee the intake department at our Survivor Services program as well as coordinate and oversee Special Projects, including external grant and foundation-funded initiatives. This position reports to the Operations Manager.

INTAKE/INTAKE MANAGEMENT RESPONSIBILITIES:

• Manage the intake department at Survivor Services, including working with the Coordinator of Evaluation Services to make sure guidelines/targets for the number of available intake spots and the number of days until first available appointment are optimized.
• Ensure that the intake department is managed in an efficient manner so that:
  • All website referrals, telephone referrals, and internal PHMC referrals are responded to within one business day.
  • All intake staff effectively and promptly respond to incoming calls and provide accurate information to all callers in a professional manner. Staff respond to the caller’s needs and concerns and make determinations on a case-by-case basis regarding how to best move the process forward in terms of scheduling an intake, deferring until a later date, or referring to another provider.
  • Ensure pre-service packets are created (up to 70 per week) so that they are prepared for each scheduled participant on the day of the intake/evaluation.
  • Intake staff gather appropriate documentation required prior to or on the day of the evaluation/intake. Materials are reviewed for required information.
  • Intake staff keep clear, accurate notes in the client records database and any other referral tracking databases.
• Work with Coordinators and Directors to strategize and identify ways to initiate and facilitate working professional relationships with referral sources.
• Provide the Director of Clinical Services with monthly referral and admissions data (including referrals completed by source, by type (child and adolescent), by month, show rate percentage, rescheduled percentage, etc.
• Collaborate with management staff to identify referral and admissions trends based on historical data and financial or structural changes in state funding or provider agencies. Take the initiative to respond to problems/trends independently, and by working closely with management team staff.
• Take responsibility for outreach to referral sources when referrals are not meeting targets or when an increase in referrals is warranted. Market and maintain relationships with referral sources.
• Develop and implement strategies to improve the efficiency of the intake process, including the ways in which cases are assigned and followed up on. With the Coordinator of Evaluation services, determine which evaluators should receive cases and how the flow of evaluation assignment occurs each morning.
• Work closely with the Coordinator of Evaluation Services and the Director of Survivor Services to plan for identifying and hiring sufficient evaluators based on anticipated and projected trends in intake.
• Complete intake responsibilities including:
  • Document all communication with referrals and referral sources.
  • Collaborate with the Case Management department, Operations Manager, Front Desk Staff (clinical secretaries), and Medical Records staff to ensure rapid completion and follow-through for all referrals made to the organization.
  • Meet with participants on the day of their evaluation/intake to facilitate the completion of intake paperwork and describe the evaluation/intake process to participants. Demonstrate integrity and empathy across age, gender, and other individual differences.
  • Schedule intake appointments. Manage the intake calendar.
  • Maintain databases to track multiple aspects of the intake process.
• Serve as a liaison to PHMC regarding the PHMC Refers automated referral process. Take responsibility for following up on all PHMC referrals according to agreed-upon guidelines.
• Maintain evaluation report tracking for all evaluators and oversee compliance of evaluators and consulting psychologists with required report submissions.
• Complete other intake/intake management duties as assigned.

SPECIAL PROJECT MANAGEMENT RESPONSIBILITIES:

• Assist in coordinating grant proposal and foundation responses (including assisting in the writing of grants, coordinating the work of multiple grant writers within JJPI, and working with outside proposal writers) to ensure a solid and ongoing funding base for treatment, prevention, training, and education programs. Assist JJPI’s parent organization, PHMC, in grant and proposal writing efforts that draw on the specialized expertise of JJPI (e.g., trauma, prevention) and/or that involve JJPI as a partner.
• Provide direct administration and oversight of on-site and off-site grant-related programming projects, and other partnerships and provide reporting formally (in report format) and informally (at meetings/conferences, etc.). Oversee required monthly, quarterly, and annual reporting.
• Oversee JJPI’s data management initiatives, including evaluation capacity building initiatives and partnerships with external partners (e.g., universities, outside research institutions, etc.). Make sure that databases are maintained and contain data that is appropriate for analysis. Oversee compliance of clinicians and other staff with the required data collection process.
• Maintain quarterly programmatic process and outcomes database.
• Work with the IT department to oversee the integration of electronic health records (EHR) and other outside databases into a cohesive data dashboard.
• Work with the Outreach and Prevention department to oversee interns and provide administrative supervision for staff who are assigned to grant and foundation-funded projects.
• Support the Outreach and Prevention department to cover outreach events, including Healthy Minds Philly screening events.
• Complete other special project management duties as assigned.

FINANCIAL RESPONSIBILITIES:

• Set targets for the number of evaluations to be scheduled and completed each week, quarter, and year. Meet these targets, including financial goals of making sure JJPI brings in sufficient revenue based on these goals. If goals are not being met, determine interventions that need to be taken and lead the team to implement them.

SUPERVISION EXERCISED:

• Manage the intake department, including intake coordinators and other support staff.
• Provide administrative supervision for individuals working on Special Projects and grant/foundation-funded projects.
• Supervise interns and co-op students in their support of the intake process, and supervise front desk staff on their work on intake-related matters (e.g., reminder calls, reschedules, etc.).

SKILLS:

• Work effectively and respectfully. Be eager to contribute to the team’s success.
• Understand and communicate with other programs within JJPI and PHMC.
• Listen and share ideas in a positive manner.
• Know and diligently follow agency policies. Exhibit and follow all HIPAA guidelines.
• Take ownership of the entire referral/intake process and show a commitment to continuous improvement and growth in the process at all times.
• Maintain access to transportation in order to work at offsite locations throughout the city of Philadelphia and the surrounding area.

EXPERIENCE AND EDUCATION:

• M.A. or M.S. in public health or a social services field
• At least 3 years of experience in providing administrative clerical support and/or overseeing a department/process
• Experience in case management a plus
• Working knowledge of word processing, spreadsheets, and database management
• Background in the use of data to monitor the functioning of a process/department
• Experience and knowledge of Microsoft Office software products, especially Excel

SALARY GRADE: 18

EOE