Admissions Coordinator FT

EHN Canada is the nation’s largest private network of industry-leading mental health, trauma, and addiction treatment facilities, each with a passion for providing quality treatment for Canadians. We are committed to both caring for our patients and supporting their loved ones. With over 100 years of collective experience, our inpatient, outpatient, and online programs are offered across the country, providing essential compassionate care to patients wherever they are.

EHN Canada prides themselves on providing both excellent and accessible care to all Canadians.

Learn more at ehncanada.com

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Overview

Reporting to the Admissions Team Lead, the Admissions Coordinator is the primary on-site admissions resource and coordinates the admission process for prospective clients from initial inquiry through admission. The Admissions Coordinator works closely with the site’s interdisciplinary team, including nursing, clinical, medical, and operational staff, to ensure prospective clients are appropriately assessed, approved, and prepared for admission.

The Admissions Coordinator responds to inquiries from prospective clients, families, referral sources, and other stakeholders and conducts professional and compassionate consultations to understand the individual’s circumstances, treatment needs, and goals. The role completes required screening and assessment processes, provides information regarding available programs and services, and supports clients and families in navigating the admission process.

As the sole on-site Admissions Coordinator, the incumbent must be highly organized, independent, responsive, and comfortable coordinating multiple admissions and inquiries while maintaining close communication with the broader Admissions team and site leadership.

Success in this position hinges on excellent communication skills, compassion, strong customer service abilities, self-motivation, emotional intelligence, sound judgment, attention to detail, and a highly collaborative approach to working within an interdisciplinary health-care environment.

Key Responsibilities

• Serve as the primary on-site contact for admissions and coordinate the admission process in collaboration with the Admissions Team Lead and site interdisciplinary team.
• Manage, organize, and prioritize prospective client inquiries, assessments, admissions, and waiting-list activity.
• Work collaboratively with nursing, clinical, medical, and operational team members to determine readiness and appropriateness for admission.
• Coordinate the review of prospective clients whose medical, psychiatric, clinical, or other needs require additional interdisciplinary consideration prior to admission.
• Escalate complex or questionable admissions to the Admissions Team Lead and appropriate clinical or medical leadership for review and final determination.
• Ensure all required pre-admission assessments, consents, documentation, and supporting information are received and completed prior to admission.
• Coordinate admission dates, arrival information, bed availability, and other admission logistics with the appropriate site departments.
• Maintain awareness of current bed availability, planned admissions, discharges, and wait-list needs in collaboration with site leadership.
• Communicate regularly with the Admissions Team Lead regarding admission activity, barriers, trends, complex cases, and capacity.
• Facilitate effective communication between Admissions and the interdisciplinary site team to support safe, coordinated, and timely client transitions into treatment.
• Maintain accurate and timely documentation within applicable client records, admissions systems, databases, and quality assurance processes.
• Participate in interdisciplinary meetings, admissions discussions, and case consultation as required.
• Develop and maintain positive relationships with referral sources, community partners, health-care professionals, and other stakeholders.
• Participate in quality improvement activities related to the admissions process and identify opportunities to improve client and referral-source experience.
• Maintain awareness and understanding of applicable privacy, confidentiality, health and safety, and organizational policies and procedures.
• Other duties as assigned.

Admissions and Client Coordination Responsibilities

• Respond to inquiry calls, emails, referrals, and other admission requests and determine eligibility for further assessment or admission.
• Provide information on programs and services available within the EHN Canada network and, where appropriate, provide information or referrals to alternate community resources.
• Conduct comprehensive pre-admission screening and assessments within the scope of the role and make recommendations regarding treatment suitability.
• Build rapport with prospective clients and families while gathering relevant information regarding substance use, mental health, medical history, treatment history, supports, risks, and treatment goals.
• Proactively case manage prospective clients throughout the admissions process. This includes communicating with clients, families, referral sources, health-care professionals, organizations, legal professionals, and other external parties as appropriate and with proper consent.
• Document all communication with clients, families, referral sources, and other involved parties accurately and in a timely manner.
• Act as liaison for community referral agents, including EAP representatives, occupational health organizations, health-care providers, government partners, and other referral sources, as applicable.
• Collaborate with the interdisciplinary team regarding prospective clients whose admission requires additional medical, nursing, psychiatric, clinical, accessibility, or operational planning.
• Complete mandatory assessment and admission documentation, consents, and other required forms.
• Maintain open communication with interdisciplinary team members regarding planned admissions, client needs, identified risks, and other information required to support a safe transition into treatment.
• Coordinate pre-admission medical or clinical assessments with physicians or other health-care providers when required.
• Maintain client waiting lists and provide timely follow-up to prospective clients regarding their admission status.
• Support clients who require withdrawal management or stabilization prior to admission by coordinating with appropriate internal or external health-care resources;
• Support a welcoming, respectful, culturally responsive, trauma-informed, and person-centred admissions experience.
• Other duties as assigned.

Qualifications:

• Experience working within mental health, substance use treatment, health care, social services, or a related environment is preferred.
• Degree/Diploma in a regulated health care professional program preferred
• Experience working within mental health, substance use treatment, health care, social services, or a related environment is preferred.
• Experience working with individuals experiencing substance use disorders, mental health concerns, and concurrent disorders is considered an asset.
• Strong assessment, interviewing, communication, customer service, and relationship-building skills.
• Demonstrated ability to work independently while collaborating effectively with an interdisciplinary team
• Strong organizational skills with the ability to manage multiple inquiries, competing priorities, confidential information, and time-sensitive admissions.
• Strong written communication and documentation skills with a high level of accuracy and attention to detail.
• Proficiency with electronic health records, databases, Microsoft Office, and other digital communication systems is preferred.

Employee Benefits and Perks:

• Comprehensive benefits package including a yearly allowance of $2,000 for mental health and addiction services, plus $600 for various paramedical services (e.g., massage, physiotherapy)
• 24/7 Employee Assistance Program through GreenShield Health
• Competitive paid time off, with an extra paid day off for your birthday, offered to eligible employees
• Float Days and Recognized Statutory Holidays, providing additional flexibility and time off for eligible employees
• Access to in-house fitness facilities or discounted gym memberships
• Exclusive discounts through Perkopolis on entertainment, insurance, and more
• Opportunities for personal and professional growth through our Education Support Assistance program
• Supportive relocation opportunities due to our nationwide presence
• Defined Benefit pension plan with up to a 4% employer contribution
• Maternity and parental leave top-up
• Discounts available at Kids & Co. Daycare.

Artificial intelligence (AI) may be used to screen, assess, or select applicants for this position by analyzing application materials and generating recommendations to support human decision-making.

EHN Canada is an employment equity employer. If you should require accommodation during the interview process, please contact Human Resources.

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