Referral Manager

Referral Manager Admore Behavioral Therapy - 3.3 Houston, TX Job Details Full-time $55,000 - $65,000 a year 18 hours ago Benefits Health insurance Dental insurance 401(k) Paid time off Vision insurance Professional development assistance Life insurance Referral program Qualifications Operational analysis Team development Supervising experience Bachelor's degree Territory management Sales strategy Full Job Description

ADMORE BEHAVIORAL THERAPY

Job Description Position Title Referral Manager Department Business Development / Client Services Reports To Director of Outreach & Marketing Operations Direct Reports Referral Specialists (team of 5, scaling with growth) Location Texas — Field-Based with Office Anchor Employment Type Full-Time FLSA Status Exempt Quota 480 qualified referrals per month (team); scaling with organizational growth plan Travel Regular — community partner visits, provider outreach, and field coaching across Texas Position Summary The Referral Manager at Admore Behavioral Therapy is a front-line people and program management role responsible for leading, developing, and holding accountable a team of Referral Specialists whose collective output directly determines Admore's client enrollment pipeline. This position owns the team's referral volume quota, the quality and activation of the referral partner network, and the week-over-week conversion performance that connects clients who need behavioral therapy services to Admore. Reporting to the Director of Outreach & Marketing Operations, the Referral Manager translates organizational growth targets into individual and team-level weekly execution plans — coaching Referral Specialists in the field, managing their performance against defined KPIs, building the market specific[CE1] referral partner ecosystem, and partnering with the Intake Specialist and Clinical Director to ensure that referral volume, intake conversion, and enrollment are operating as an integrated pipeline rather than disconnected functions. This is not a coordinator or an administrative role. The Referral Manager is a results-accountable leader who is expected to drive measurable growth in referral volume and partner engagement, develop their team's capabilities, and personally model the relationship-building discipline and data rigor that define a high-performing business development function in behavioral health. Admore's revenue pipeline begins with a referral. The Referral Manager is accountable for keeping that pipeline full, growing it predictably, and ensuring that every Referral Specialist on the team has the skills, tools, and accountability structure to perform at or above their individual quota every week. Key Responsibilities 1. People Management & Team Development Lead, supervise, and develop the full team of Referral Specialists reporting to this role; serve as the primary manager for all performance, development, scheduling, and accountability matters within the team. Conduct weekly one-on-one supervision meetings with each

Referral Specialist:

review individual pipeline data, outreach activity, CRM documentation compliance, conversion rates, and any partner relationship challenges; deliver specific, actionable, real-time coaching. Facilitate weekly team meetings to share pipeline updates, best practices, partner leads, and market intelligence; build a culture of accountability, collaboration, and continuous improvement across the team. Set clear, written individual performance expectations for each Referral Specialist aligned to team quota, weekly outreach minimums, CRM standards, and conversion targets; communicate expectations at onboarding and re-confirm expectations at each performance review. Own the complete performance management lifecycle for all direct reports: 30/60/90-day new hire evaluations, semi-annual and annual performance reviews, performance improvement plans (PIPs) when needed, and escalation to HR and the Director of Outreach for sustained underperformance. Evaluate all current and incoming Referral Specialists against the updated Referral Specialist Job Description; identify skill gaps, role misalignment, and development needs; present a written evaluation summary and recommended actions to the Director of Outreach within 60 days of hire into this role. Recruit and onboard new Referral Specialists in coordination with HR and the Director of Outreach; contribute to job description development, candidate screening, interview panels, and offer decisions as the team scales with organizational growth. Develop a team competency matrix identifying each Referral Specialist's strengths, growth areas, and training priorities; use the matrix to customize coaching, assign stretch responsibilities, and build a pipeline of high performers for future senior roles. Model and reinforce Admore's values of cultural responsiveness, community partnership, and client-centered service in every aspect of team culture and individual performance feedback. 2. Quota Ownership & Pipeline Performance Own Admore's monthly referral volume quota of 480 qualified referrals as the primary accountability holder; translate the monthly target into individual weekly quotas for each Referral Specialist based on territory, capacity, and partner portfolio maturity. Monitor the referral pipeline daily through the

CRM:

track inbound volume by source, open referral status, intake handoff completion, and conversion rates; identify shortfalls before they become weekly misses rather than after. Produce and deliver the weekly referral pipeline report to the Director of Outreach every Monday by 9:00

AM:

total referrals received, volume by source and specialist, intake conversion rate, partner activation rate, new partners added, dormant partners re-engaged, and individual specialist performance vs. quota. Identify and close pipeline gaps in real time: when a Referral Specialist is trending below their weekly quota, intervene with targeted coaching, field accompaniment, or partner outreach support before the week closes. Build and manage a 4-week rolling referral pipeline forecast for the

Director of Outreach:

project expected volume from existing partners, identify pipeline risks, and recommend proactive actions to protect quota attainment. Track and report referral-to-intake conversion rates by Referral Specialist, referral source, and partner category; partner with the Intake Specialist to identify where referrals stall in the conversion funnel and implement upstream corrections. Manage quota escalation as Admore grows, and new Referral Specialists are added, adjust individual targets to maintain the team's aggregate quota contribution to the organization's enrollment growth plan. Present monthly quota performance and trend analysis to the Director of Outreach with a forward-looking assessment of pipeline health and any recommended adjustments to territory strategy, outreach tactics, or team structure. 3. Referral Partner Network Growth & Stewardship Own the strategic development and health of Admore's market-specific referral partner network: set portfolio growth targets by partner category (PCPs, hospitals, schools, probation officers, community organizations), assign territories to Referral Specialists, and hold the team accountable to activation and volume goals by category. Personally lead relationship development with Admore's highest-value and highest-potential referral partners; take direct ownership of Tier A partner accounts where volume, complexity, or relationship stakes require manager-level engagement. Build and maintain Admore's partner tier model: classify all partners by referral volume, conversion quality, and relationship health; define outreach frequency standards for each tier (

Tier A:

monthly visit;

Tier B:

quarterly;

Tier C:

materials and check-in); ensure the team executes against the model. Identify new referral source categories and community channels that Admore has not yet penetrated; develop outreach strategies for each and pilot new partner types before assigning to Referral Specialists at scale. Monitor partner activation rate across the full roster: ensure ≥50% of enrolled partners send at least one referral per month; lead re-engagement campaigns for any partner inactive for more than 60 days. Coordinate with the Director of Outreach on community event participation, provider outreach campaigns, lunch-and-learn scheduling, and any marketing materials or digital presence updates that directly support referral partner relationships. Gather and synthesize market intelligence from the team's field activity: identify emerging referral source opportunities, changes in payer or service availability that affect referral patterns, and competitive dynamics in the specific behavioral health market; present findings to the Director of Outreach monthly. 4. Program Management & Operational Excellence Own the operational systems and discipline that make the referral function run: CRM data integrity, weekly reporting cadence, partner contact standards, and the documentation protocols that the Referral Specialist team follows every day. Define, communicate, and enforce CRM documentation standards for the team: all partner contacts logged same day, all referral dispositions updated within 24 hours, pipeline accuracy maintained at 100% at all times. Build and maintain the team's referral playbook: define best practices for partner outreach, leave-behind materials, referral intake communication, partner re-engagement, and new partner onboarding; update the playbook quarterly based on what is and is not working. Establish and maintain the referral-to-intake handoff protocol with the

Intake Specialist:

define the information package that accompanies every inbound referral, the response time SLA[CE2] , and the feedback loop back to the referring partner; ensure 100% of referrals are acknowledged and actioned within one business day. Manage the inventory, currency, and deployment of all referral-facing marketing materials: service brochures/flyers, referral process cards, provider leave-behinds; coordinate with the Director of Outreach when materials need to be updated. Track and report marketing spend attributable to the referral program against the 7% of net revenue marketing budget; present Cost per Referral and Cost per Enrolled Client to the Director of Outreach monthly. Provide regular input to the Marketing Effectiveness Model maintained by the

Director of Outreach:

channel performance, partner ROI, territory productivity, and the impact of any marketing investment on referral volume. 5. Cross-Functional Partnership & Organizational Integration Partner weekly with the Intake Specialist to review the full referral-to-enrollment conversion funnel: identify where referred clients are not converting, diagnose whether the issue is at the referral quality, intake response, or enrollment stage, and implement corrections at the appropriate point. Partner with the Director of Clinical Operations to understand current caseload capacity, service availability, and intake bandwidth; communicate capacity constraints to the Referral Specialist team so that partner referral volume is directed appropriately and no partner sends clients into a full intake queue without warning. Collaborate with the Clinical Director and Team Leads on referral quality: if referred clients are arriving with insurance issues, mismatched service needs, or incomplete intake information[CE3] , work upstream with Referral Specialists and partner to improve referral quality before they reach the clinical team. Participate in weekly operations meetings with the Director of Outreach and other department leads; bring current referral pipeline data, quota attainment status, and any cross-functional barriers that are affecting the referral team's performance. Represent Admore at community events, provider coalition meetings, and stakeholder engagements where Referral Specialist-level attendance would benefit from manager-level relationship credibility. Adhere to and enforce HIPAA privacy standards within the team: ensure no client identifying information is shared beyond what is required and consented; train team members on privacy protocols at onboarding and during any policy updates. Key Performance Indicators (KPIs) The Referral Manager will be evaluated on the following metrics, reviewed weekly and monthly with the Director of Outreach and at each semi-annual and annual performance review: Quota & Pipeline Performance Monthly referral volume attainment: Team achieves 480+ qualified referrals per month; individual specialists at or above assigned weekly quota Referral-to-intake conversion rate: ≥60% of received referrals result in a completed intake Pipeline forecast accuracy: Weekly 4-week rolling forecast within ±15% of actual volume Partner activation rate: ≥50% of total partner roster sends ≥1 referral per month New partners added: ≥2-3 net new qualified referral partners enrolled per month (team aggregate) Team Performance Management Individual specialist quota attainment: ≥85% of Referral Specialists at or above individual weekly quota each week CRM documentation same-day rate: 100% of partner contacts logged in CRM the same day across all team members Weekly report on-time delivery: Team referral pipeline report delivered to Director of Outreach every Monday by 9:00 AM Performance review completion: 100% of semi-annual and annual reviews completed on schedule Referral Specialist evaluation completion: Full Job Description-based evaluation of all team members completed within 60 days of hire into this role Partner Network Health Dormant partner rate: Zero partners inactive >60 days without a documented re-engagement attempt Partner follow-up completion: 100% of referred clients receive a documented partner follow-up within 5 business days Cost per referral: Partner program cost per referral below $50/month 30-day client retention (referred clients): ≥85% of clients enrolled through the referral team still active at 30 days Qualifications Required Bachelor's degree in social work, public health, healthcare administration, psychology, business, or a related field. Minimum 3-5 years of experience in business development, community outreach, healthcare sales, or referral development, with at least 1-2 years in a supervisory or team-lead capacity managing direct reports. Demonstrated track record of quota attainment or pipeline growth in a healthcare, behavioral health, or social services business development context. Experience managing and coaching a field-based or community-facing team; proven ability to hold direct reports accountable to activity metrics and conversion outcomes while maintaining a supportive, development-oriented management style.

Strong CRM discipline:

experience managing a team's CRM hygiene, pipeline accuracy, and reporting cadence; familiarity with CRM platforms used in healthcare or social services settings. Excellent verbal communication and presentation skills; comfortable engaging provider offices, agency leadership, and community organizations at a management level. Valid Texas driver's license, reliable personal vehicle, and current auto insurance; regular travel across the Houston and other markets [CE4] service area is a core function of this role. Strongly Preferred Direct experience in a behavioral health agency, CMHC, outpatient mental health organization, or managed care / Medicaid-funded health services setting. Existing relationships within the Market-specific behavioral health[CE5] , healthcare, or social services provider ecosystem; recognized in the community as a credible, trusted partner development professional. Bilingual English/Spanish strongly preferred given Admore's service population and referral source base. Experience evaluating and restructuring a business development or outreach team against defined competency standards or updated job descriptions. Familiarity with Medicaid, STAR, CHIP, and managed care authorization workflows that affect referral eligibility screening. What Makes This Role Different Most marketing or outreach roles in behavioral health are either individual contributor positions or loosely defined program coordinator roles. The Referral Manager at Admore is neither. This is a results-accountable management role that requires someone who can simultaneously hold a team to a pipeline quota, develop individual Referral Specialists into high performers, build a strategic partner network across a specific or multiple markets[CE6] , and operate with the operational discipline of a sales manager and the cultural sensitivity of a behavioral health professional. Admore's revenue begins with a referral. Every client who enters the organization starts as a conversation between one of Admore's Referral Specialists and a community partner who trusts us to take good care of the people they send. The Referral Manager is accountable for the quality of that trust, the volume of those conversations, and the conversion of those referrals into enrolled clients who receive the care they need. It is a role with real stakes, real visibility, and real impact on both the business, and the community Admore serves. Working Conditions Field-based role with an office anchor at Admore's Houston headquarters. The Referral Manager splits time between the field (partner visits, team field coaching, community events) and the office (team supervision, reporting, planning, and cross-functional collaboration). Field presence is expected at least 3 days per week. Standard full-time hours with flexibility required for early morning partner[CE7] visits, evening community events, and health fairs or outreach activities that fall outside standard business hours. High-energy, relationship-driven environment that rewards self-direction, follow-through, and the ability to build trust with both a field team and a diverse network of community partners simultaneously. Regular exposure to the social determinants of health, insurance and access barriers, and the systemic challenges that prevent vulnerable populations[CE8] from receiving behavioral health care; the right candidate brings a genuine sense of mission to removing those barriers. This job description conveys the essential functions and requirements of the position and is not an exhaustive list of duties. Admore Behavioral Therapy reserves the right to modify this description as organizational needs evolve. Admore is an equal opportunity employer committed to building a diverse and inclusive workforce that reflects the communities we serve.

Pay:

$55,000.00 - $65,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Professional development assistance Vision insurance

Work Location:

In person