Patient Access Department Manager

This a Philippine-based position;

NOT a US based position and the pay rate is not in US currency.

ABOUT FREEDOM HEALTH SYSTEMS, INC.:

Freedom Health Systems, Inc. is a mission-driven healthcare advisory and management consulting firm that partners with behavioral health and human services organizations to improve access, equity, and operational excellence. We specialize in guiding providers through program development, accreditation, compliance, and clinical best practices—empowering them to deliver high-quality, person-centered care to their communities.

While we do not provide direct healthcare services, Freedom Health Systems plays a vital role behind the scenes by strengthening organizational infrastructure, supporting service expansion, and helping our partners lead with innovation and integrity. Our expertise spans a wide range of operational services, including revenue cycle management, prior authorization, virtual front office support, medical billing and coding, human resources, and compliance consulting.

At Freedom Health Systems, we are deeply committed to breaking down barriers in the behavioral health space, with a particular focus on serving marginalized and underserved populations. Our team fosters a collaborative, forward-thinking work environment where every employee contributes to advancing impactful, community-based care.

DISCLOSURES:

The specific statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. The job’s responsibilities/tasks may be modified and/or expanded over time. Company will inform the personnel member when changes in the respective job description are made.

COMPANY WEBSITE:

COMPANY PHONE NUMBER:

HUMAN RESOURCES DEPARTMENT PHONE NUMBER: EXT 10

HUMAN RESOURCES DEPARTMENT EMAIL ADDRESS:

POSITION TITLE :

Patient Access Department Manager

ALTERNATE TITLE(S) :

Intake & Transitions Manager, Client Access Operations Manager

COMPANY : Freedom Health Systems, Inc. (in support of all customer companies under contract)

DIVISION : Operations

DEPARTMENT : Patient Access

UNIT : n/a

BENEFITS PACKAGE : Ineligible

WORK SCHEDULE : Monday – Friday, 8:00 AM – 5:00 PM

ACCOUNTABLE TO : Chief Operations Officer (CEO, in absence of Chief Operations Officer)

ACCOUNTABLE FOR : Oversight of patient intake, program admissions, discharges, and inter-program transfers for all contracted healthcare service lines at Freedom Health Systems

CLASSIFICATION : W8BEN; hourly contractual

COMPENSATION RANGE : ₱482.16 PHP per hour (this is not USD)

ANTICIPATED TRAVEL : none

SUMMARY OF POSITION RESPONSIBILITIES:

he Patient Access Department Manager is responsible for leading and managing the intake, admission, discharge, and transfer operations across all healthcare programs at Freedom Health Systems. This includes outpatient mental health, psychiatric rehabilitation, substance use services, health home, and any affiliated residential treatment programs for which Freedom Health Systems is contracted to deliver services.

The manager ensures that patient flow processes are efficient, compliant with state and federal regulations (e.g., COMAR, HIPAA, CARF), and aligned with the mission of providing timely, coordinated care. This role serves as a critical liaison between external referral partners, internal departments (clinical, billing, operations), and patients to support seamless care transitions.

KEY DUTIES AND RESPONSIBILITIES: Leadership & Oversight

• Oversee daily operations of the Patient Access Department, including supervision of intake coordinators, admissions specialists, and records clerks
• Develop, maintain, and continuously improve policies and workflows for new admissions, program transfers, and discharges
• Ensure consistent tracking and reporting of referral sources, eligibility screenings, authorization verifications, and enrollment decisions
• Coordinate directly with Program Directors and Clinical Managers to ensure appropriate placement of clients into contracted service lines

Admissions & Intake Coordination

• Monitor referral intake queues and assign staff to screen and process referrals in a timely manner
• Ensure intake documents, authorizations, and clinical eligibility screenings are completed and filed prior to admission
• Maintain tracking logs and electronic health record updates for all incoming, pending, and processed admissions
• Provide oversight for call center operations or centralized referral response teams (if applicable)

Transfers & Discharges

• Coordinate intra-agency transfers between service lines (e.g., PRP to OMHC, Health Home to SUD, etc.)
• Develop transfer protocols with scheduling, billing, and records departments to prevent service disruptions
• Oversee discharge planning workflows and ensure timely notification to stakeholders (including MCOs, legal representatives, and family)
• Verify discharge documentation is completed and filed per COMAR and payer-specific timelines

Compliance, Reporting & Quality Assurance

• Ensure workflows align with payer guidelines, COMAR requirements, HIPAA standards, and accreditation (e.g., CARF, OHCQ)
• Monitor timelines for intakes and transitions to ensure care coordination standards are met
• Run weekly and monthly reports related to admissions, capacity, referrals, and turnaround time
• Identify and implement process improvements to reduce access delays and administrative errors

Training & Interdepartmental Collaboration

• Train new staff and provide ongoing education on access protocols, documentation systems (e.g., ICANotes), and eligibility criteria
• Coordinate closely with clinical teams, medical records, billing, and executive leadership to ensure cross-functional alignment
• Attend provider coordination meetings with funders, referral partners, and contracting agencies as needed

UNSCHEDULED DUTIES AND RESPONSIBILITIES:

• Respond to escalated concerns regarding access, eligibility, or transfer issues
• Assist the COO with operational planning and process mapping
• Serve as interim coverage for intake or admissions staff during absences
• Participate in surveys, audits, or inspections related to admissions or clinical transitions

PHYSICAL DEMANDS:

• Prolonged periods of sitting and working on a computer
• May require local travel between clinic locations or residential programs
• Occasional lifting of office supplies or patient records (up to 25 lbs)

WORKING CONDITIONS:

• Fast-paced administrative and clinical support environment
• Frequent interaction with patients, clinical staff, and external providers
• High attention to deadlines, data accuracy, and confidentiality

REQUIRED QUALIFICATIONS:

• Bachelor’s degree in Healthcare Administration, Social Work, Psychology, Public Health, or a related field (required)
• Minimum 3 years of experience in admissions, access management, or intake coordination in a behavioral health or healthcare setting
• Minimum 1 year of supervisory or management experience
• Working knowledge of COMAR, Medicaid, HIPAA, and behavioral health program eligibility criteria
• Proficiency in electronic health record systems (e.g., ICANotes, Credible, or similar)
• Strong leadership, time management, and communication skills

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Healthcare Administration, Social Work, Nursing, or related field
• Familiarity with MCO and Medicaid eligibility systems
• Experience working across multiple behavioral health service lines