Admissions Assistant/Business Office Assistant

Position Overview The Admissions & Business Office Assistant plays an important role in supporting the facility's admissions process, maintaining positive relationships with referral sources, and ensuring a seamless experience for prospective residents and their families. In addition to admissions responsibilities, this position assists the Business Office Manager with daily financial and administrative operations, including insurance verification, accounts receivable, billing support, collections, and maintenance of accurate resident financial records. This is a full-time position requiring scheduling flexibility, including weekend shifts, to support admissions activity and facility operational needs. Key Responsibilities Admissions & Census Development Receive, review, and respond to admission inquiries from hospitals, discharge planners, referral sources, residents, and families. Coordinate the admissions process from initial referral through resident arrival. Gather and review clinical, demographic, insurance, and financial information for potential admissions. Collaborate with the Administrator, Director of Nursing, and interdisciplinary team regarding admission suitability. Communicate with hospital discharge planners, case managers, and referral partners to facilitate timely admissions. Conduct facility tours and explain available services, admission procedures, and facility amenities. Assist with completing admission agreements, required documentation, and resident intake paperwork. Maintain accurate referral records, track admissions activity, and assist with census development initiatives. Follow up on pending referrals and maintain effective communication with prospective residents, families, and referral partners. Support facility marketing and business development efforts to promote census growth and maintain strong referral relationships. Provide admissions coordination and support during scheduled weekend shifts. Assistant Business Office Responsibilities Assist the Business Office Manager with daily business office operations, including accounts receivable, accounts payable, billing, and collections. Verify insurance eligibility, benefits, authorization requirements, and payer information for incoming residents. Assist with identifying and resolving insurance or financial barriers before and after admission. Support Medicare, Medi-Cal, managed care, and private-pay billing processes. Assist in reviewing and maintaining resident financial files, admission agreements, and payer documentation. Help monitor outstanding accounts receivable balances and follow up on delinquent accounts. Communicate with residents and responsible parties regarding financial obligations, billing questions, and payment arrangements in accordance with company policies. Assist with processing invoices, payments, deposits, and other business office transactions. Support month-end closing procedures, financial reconciliations, and preparation of reports. Coordinate with corporate accounting, billing, reimbursement, and other departments to resolve outstanding financial matters. Assist with maintaining internal controls and accurate financial records to safeguard facility assets. Support business office audits and regulatory compliance activities. Perform additional business office responsibilities as assigned by the Business Office Manager. Administrative & Customer Service Support Provide professional, compassionate, and responsive customer service to residents, families, referral sources, visitors, and staff. Maintain organized and accurate admissions and financial records. Respond to telephone calls, emails, and inquiries in a timely manner. Coordinate with nursing, social services, rehabilitation, medical records, and other departments to support successful admissions and resident transitions. Maintain confidentiality of resident and financial information in accordance with HIPAA and applicable regulations. Participate in facility meetings, operational initiatives, and assigned administrative projects. Qualifications Required Qualifications High school diploma or equivalent. 1–2 years of experience in healthcare admissions, business office operations, accounts receivable, billing, or a related administrative role. Understanding of healthcare reimbursement programs and insurance verification processes. Strong customer service, communication, and organizational skills. Ability to multitask, prioritize responsibilities, and meet deadlines. Proficiency in Microsoft Office and electronic recordkeeping systems. Ability to maintain confidentiality and professionalism when handling sensitive information. Compassionate approach when working with residents and families. General knowledge of skilled nursing or long-term care operations and applicable regulatory requirements. Ability and willingness to work scheduled weekends as part of the regular workweek. Preferred Qualifications Previous experience in a skilled nursing facility or long-term care environment. Experience with PointClickCare (PCC). Familiarity with Medicare, Medi-Cal, managed care, and private-pay billing. Previous experience coordinating admissions and working with hospital referral sources. Experience with accounts receivable, collections, and financial reconciliation. - Bilingual proficiency (English/Spanish) is a plus, particularly when communicating with residents, families, and responsible parties. Work Schedule & Availability Full-time position with a flexible work schedule. Weekend shifts are a regular part of the position and are required. Workdays and days off will be determined based on facility coverage and operational needs. Flexibility