Admissions Coordinator-Long Term Care

Job Description

Job Description

Job Title: Admissions Coordinator Department: Admissions

Reports to: Administrator Revision Date: 02/18/2026

Status: Non-Exempt

Job Summary:

The Admissions Coordinator is responsible for managing the intake and admissions process to ensure timely, appropriate, and compliant placement of residents into the facility. This role serves as the primary liaison between hospitals, referral sources, residents and families, payers, and internal interdisciplinary teams. The Admissions Coordinator supports census development by coordinating referrals, verifying insurance coverage, facilitating tours, and ensuring a smooth transition into the facility while supporting PDPM-appropriate admissions, payer mix targets, and budgeted census goals.

Duties/Responsibilities:

• Manage and coordinate the full intake process from referral through admission, including weekend and after-hours referrals as assigned.
• Receive and review referrals from hospitals, case managers, and community partners; gather and organize clinical and financial information for admission review.
• Serve as liaison between hospitals, families, referral sources, and facility departments to ensure clear communication and smooth transitions.
• Conduct facility tours for prospective residents and families, explaining services, programs, and admission requirements.
• Verify insurance eligibility and benefits; obtain, track, and document managed care and Medicare Advantage prior authorizations, including ongoing communication with payers.
• Collaborate with nursing leadership and the MDS/PDPM team to evaluate referrals for clinical appropriateness and PDPM reimbursement alignment, including identifying key clinical drivers and potential NTA/SLP considerations.
• Ensure pre-admission information is accurately entered into Matrix/SigmaCare (or current EHR) and that required documentation is available to support billing and compliance.
• Coordinate pre-admission documentation, physician orders, and transfer logistics to facilitate efficient admissions.
• Maintain accurate referral and admission tracking logs, census reports, and payer information within Matrix/SigmaCare and/or supplemental tracking tools.
• Monitor daily census, bed availability, and projected admissions/discharges ; proactively work to achieve budgeted census targets and payer mix goals established in the facility budget.
• Participate in daily census, clinical review, and morning meetings to communicate referral pipeline, authorization status, and expected admissions.
• Partner with business office and leadership to ensure financial viability of admissions and alignment with reimbursement strategies.
• Build and maintain positive relationships with hospitals, discharge planners, ACOs, and community referral sources to support referral growth.
• Follow federal, state (New York State), and facility policies related to admissions, resident rights, confidentiality, and documentation.

Required Skills/Abilities:

• Professional communication and customer service
• PDPM awareness and reimbursement sensitivity
• Managed care authorization and payer communication
• Attention to detail and documentation accuracy
• Problem-solving and critical thinking
• Time management and prioritization
• Team collaboration and interdisciplinary coordination
• Confidentiality and HIPAA compliance

Key Performance Indicators

• Referral response time and referral-to-admission conversion rate
• Timeliness and accuracy of insurance verification and managed care authorizations
• Average time from referral receipt to admission
• Achievement of budgeted daily census and occupancy goals
• Performance against payer mix targets identified in the annual operating budget
• Accuracy of admission documentation and PDPM-related communication with the MDS team
• Family and referral source satisfaction feedback

Education and Experience:

• Associate’s or Bachelor’s degree in healthcare administration, business, social work, nursing, or related field preferred.
• Experience in admissions, case management, discharge planning, or healthcare customer service preferred; skilled nursing facility experience highly desirable.
• Knowledge of PDPM fundamentals and how clinical characteristics impact reimbursement preferred.
• Working knowledge of Medicare, Medicaid, Managed Care, and commercial insurance authorization processes.
• Experience working with electronic health records such as Matrix/SigmaCare (or similar SNF EHR systems).
• Strong communication, customer service, and relationship-building skills.
• Excellent organizational skills with ability to manage multiple referrals, authorizations, and deadlines simultaneously.

Working Conditions:

• Primarily office-based role with frequent telephone and computer use.
• Frequent walking throughout the facility and occasional local travel for referral development.
• Ability to sit, stand, walk, and lift up to 20 pounds occasionally.

Pay Range:$23.00-$26.50/hr

Employee salary is based on commensurate experience and other qualifications.

About Oswego Health:
The mission of Oswego Health is to provide accessible, quality care and improve the health of residents throughout Oswego County. As a nonprofit healthcare system established in 1881, Oswego Health is proud to be Oswego County’s largest private employer. More than 1,300 employees spread throughout its 18 locations, work for the Oswego Health system, which includes the 132-bed community Oswego Hospital, a 32-bed psychiatric acute-care facility with multiple outpatient behavioral health service locations, The Manor at Seneca Hill, a 120-bed skilled nursing facility, and Springside at Seneca Hill, an independent retirement community. The health system also operates Oswego Health Home Care, the only hospital-based certified home healthcare agency in the County, as well as two outpatient centers, including the Fulton Medical Center, offering urgent care, lab, medical imaging, physical therapy, and occupational health services, and the Central Square Medical Center, offering urgent care, lab, medical imaging, and physical therapy services. In addition, the healthcare system includes Oswego Health Medical Practice, a multi-specialty medical group offering the community accessible, high-quality healthcare. 100+ physicians and advanced practice providers offer an extensive array of services across CNY, including primary care and specialty care in the areas of orthopedics, cardiology, ENT, gastroenterology, breast care, general surgery, urology, and bariatrics.

EQUAL EMPLOYMENT OPPORTUNITY

Oswego Health is committed to providing equal opportunity in all employment-related matters, without regard to race (including traits historically associated with race), creed, color, religion, sex/gender, national origin, age, marital or familial status, disability, pregnancy-related condition, sexual orientation, gender identity, gender expression, transgender status, citizenship status, ancestry, arrest/conviction record, military or veteran status, domestic violence victim status, genetic predisposition or carrier status, reproductive health decision making, relationship or association with a member of a protected category, or any other legally protected characteristic. Decisions affecting your position including, but not limited to, recruitment, hiring, placement, promotion, transfer, compensation, benefits, training, tuition assistance, leaves of absence, disciplinary action, layoff/recall, and terminations will be made in accordance with this policy.