ASun Star -
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TYPE OF WORK
Full Time
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SALARY
$600-$800 a month
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HOURS PER WEEK
40
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DATE UPDATED
Apr 9, 2026
Position Summary
The Program Admission and Service Specialist is responsible for coordinating all aspects of participant admissions and ongoing service management for facility-based programs, including Day Habilitation, Afterschool, and Saturday services. This role ensures a smooth intake process, timely authorizations and reauthorizations, completion of required meetings, and accurate communication of program updates to families, teams, and stakeholders. The Program Admission and Service Specialist serves as a primary point of contact for prospective and enrolled participants and supports continuity of services through proactive coordination, scheduling, and documentation.
Key Responsibilities
Admissions & Enrollment
• Manage and coordinate the full admissions process from referral to program start
• Respond to inquiries from families, case managers, schools, and referral sources
• Conduct intake screenings and collect required documentation
• Verify eligibility criteria in accordance with program and funding requirements
• Schedule and facilitate intake meetings and tours as needed
• Maintain waitlists and track enrollment capacity across programs
• Prepare admission packets and ensure all required forms are completed
Authorizations & Reauthorizations
• Submit initial service authorization requests to funding sources
• Track authorization periods and ensure timely reauthorization submissions
• Monitor service units and utilization
• Communicate with payers, support coordinators, and treatment teams regarding approvals or discrepancies
• Maintain accurate documentation to support billing and compliance requirements
Participant Support & Service Coordination
• Serve as a point of contact for participants and caregivers regarding services
• Coordinate quarterly, semi-annual, and annual meetings as required
• Assist with service plan updates and distribution to appropriate stakeholders
• Support transition between programs or service levels as needed
• Facilitate communication between families, program staff, clinicians, and providers
Program Updates & Documentation
• Maintain participant records in accordance with regulatory standards
• Enter and update data in electronic health records or case management systems
• Prepare reports related to admissions, authorizations, census, and utilization
• Support compliance activities and audits as needed
• Communicate program updates, schedule changes, and announcements to families and tea
Qualifications
• Associate’s or Bachelor’s degree in Human Services, Social Work, Psychology, Education, or related field preferred
• Experience with developmental disabilities, behavioral health, or day program services strongly preferred
• Prior experience in admissions, intake, case management, service coordination, or authorizations required
• Familiarity with Medicaid, MCOs, and waiver programs preferred
• Strong organizational skills and attention to detail
• Excellent communication and customer-service skills
• Ability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office and electronic records systems
Core Competencies
• Customer service and family-centered approach
• Cultural competence and sensitivity
• Professional written and verbal communication
• Ability to maintain confidentiality and HIPAA compliance
• Problem-solving and follow-through
• Team collaboration and independent work capability
Working Conditions
• Remote 9am-6pm, Mon- Fri, US New York Time
• May require occasional evening or weekend hours for meetings or events
