Admissions Coordinator

**Admissions Coordinator**

Department:
Reports to: Admissions Manager

**About the Tsakwa'lutan Healing Centre**

The We Wai Kai Nation embraces our language and culture to build a proud, healthy, safe, and self-sufficient community. We support and encourage each other to thrive by following the footsteps of our ancestral history as stewards of our lands and waters while balancing our role in modern-day society.

The Tskw’lutn Healing Centre, located on Quadra Island, represents a vision for addiction recovery with the goal of restoring lives and families and empowering communities. Our approach is to destigmatize addiction as an individual issue and to engage, educate, and empower individuals, families, and communities in the recovery process. We achieve this by integrating the best of Western medicine with our traditional healing practices and values.

**Position Summary**

Reporting to the Admissions Manager, the Admissions Coordinator is the first point of contact for patients, families, referral partners, and community agencies. This role manages the full admissions lifecycle from initial inquiry to the patient’s arrival on site. The coordinator works closely with the Admissions Manager, Medical, Clinical, Cultural, and Support Staff teams to ensure safe, timely, and accurate admissions flow. The role requires professionalism, confidentiality, emotional steadiness, and excellent communication skills.

**Responsibilities**

**Intake, Screening, and Admissions Review**
- Conduct pre-screens to collect referral details, medical history, withdrawal risk, safety considerations, and readiness for treatment.
- Complete structured phone screenings with prospective patients to assess stability, suitability, and program fit.
- Prepare clear, concise Admissions Summaries for prospective clients requiring Admissions Review Panel consideration.
- Participate in the Admissions Review Panel process alongside the Admissions Manager, Clinical Director, Nursing and/or Medical representatives, and cultural or Elder consultation when appropriate.
- Communicate Admissions Review Panel decisions to patients, referral sources, families (when appropriate), Medical and Clinical teams, and Support Staff to support coordinated admission planning.
- Identify potential medical risks or detox needs and coordinate with Nursing prior to admission.

**Coordination with Medical and Clinical Teams**
- Share relevant medical and clinical screening information with Nursing, including medications, detox concerns, and identified risks.
- Escalate complex, high-risk, or non-standard cases to the Admissions Manager or Clinical Director as required.
- Ensure all required screening information is provided to Medical prior to admission confirmation.

**Family, Referral, and Agency Communication**
- Maintain clear, consistent communication with families, referral partners, and external agencies throughout the admissions process.
- Provide accurate information regarding detox requirements, intake expectations, travel arrangements, and arrival procedures.
- Communicate in a trauma-informed, culturally respectful manner while maintaining appropriate confidentiality boundaries.

**FYI-DB Documentation and Waitlist Management**
- Maintain the admissions waitlist with accurate status updates across all stages of the admissions process.
- Document all admissions-related communication and screening activity in FYI-DB in a timely and accurate manner.
- Track cancellations, deferrals, rescheduled admissions, and outstanding medical clearance requirements.

**On-Site Admissions Support**
- Support on-site admissions as required, including bag checks, personal effects inventories, searches, and room orientation.
- Contribute to a safe, welcoming, and trauma-informed intake experience for new patients.
- Assist Nursing and Support Staff during peak admissions periods or increased intake volume.

**Confidentiality and Professional Standards**
- Adhere to PHIPA- and FIPPA-aligned privacy and confidentiality requirements.
- Protect patient information when communicating with families, referral sources, agencies, and community partners.
- Maintain professionalism, emotional neutrality, and clear boundaries in all interactions.

**Operational and Team Support**
- Participate in daily huddles, shift handovers, and interdepartmental communication as required.
- Support the Admissions Manager with documentation maintenance and minor process improvements.
- Assist Support Staff during periods of increased workload, emergencies, or staffing shortages.

**Skills and Qualifications**
- Strong emotional regulation skills and ability to support distressed individuals by phone
- Clear, professional verbal and written communication skills
- Experience in addictions, mental health, medical, or trauma-informed settings considered an asset
- High attention to detail and accuracy in digital documentation
- Ability to prioritize tasks and remain composed in a fast-paced environm