St. Joseph's Villa

  • Admissions Registrar

    Posted Date 1 month ago(12/17/2018 8:45 AM)
    Job ID
    # of Openings
    Total hours per week
  • Overview

    Under the direction of the Admissions Coordinator, this position serves as the point of entry for all inquiries regarding Villa client services.


    Responsibilities include screening, intake for all Villa services, and efficient coordination of all referrals between Villa services and referral agencies while verifying funding sources and benefit eligibility.


    Work is performed collaboratively with and in support of services offered by St. Joseph's Villa.  All work is performed safely, effectively, to the highest ethical standards and in accordance with regulatory and accrediting standards and St. Joseph’s Villa’s mission, values, and guiding principles.


    Responsive engagement of all referrals


    Accepts all calls for admissions to services and conducts initial screening for eligibility.


    Provides excellent customer service and arranges for follow up phone calls for all referrals.


    Responds to inquiries and referrals in a timely manner.


    Tracks all calls into the St. Joseph’s Villa electronic client data based system.



    Ensures funding for service including verifying eligibility, placing agreements and/or pre-authorization from Medicaid and/or commercial insurances. 


    Coordinates with the finance office regarding service fees and collection of co-pays.


    Maintains knowledge and expertise in eligibility, enrollment, and program specifications service billing to include Medicaid, and other insurance billing.


    Facilitate determination of potential financial viability.   Identifies all types of funding possibilities including primary, secondary, etc.  Participates in designing and implementing protocols for expanding funding resources.



    Documentation and tracking


    Maintains accurate records and tracking of Villa referrals, admissions status and processes.


    Responsible for full completion of all admission documentation, assembly of client files and dissemination to appropriate services while ensuring regulatory compliance.


    Compile client admissions packets and maintain accurate documentation for each eligible referral.


    Inputs and updates all relevant client information into St. Joseph’s Villa electronic data base system.


    Drafts routine correspondence and files reports as required.


    Maintaining integrity and confidentiality of client documentation and files.




    Keeps appropriate parties internal and external (i.e. placing agencies, referrals, parents and/or guardians) informed of referrals status.


    Support responsiveness and ease of the referral process which may include addressing barriers such as communication, language, transportation, mobility, etc.


    Participate in the Admissions/ Wrap-Around Team, attending team meetings and reporting on admissions and referrals.


    Promotes good community relations and utilizes community services/resources as appropriate.


    Attends scheduled training programs for professional development that includes at a minimum trainings required by St. Joseph’s Villa and by regulatory and accrediting bodies.


    Performs other duties as directed or required.



    Associates degree plus one or more years of experience demonstrating strong organizational, coordination and interpersonal skills. Proficiency with Microsoft Office Suite (Excel, Windows, Outlook and PowerPoint) and Internet research. Experience interviewing and retrieving information from a diverse clientele.  Strong collaboration skills. Must have 1-3 years of customer service experience, experience with Medicaid or commercial insurance eligibility.




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