Admissions Coordinator

Admissions Coordinator

Summary & Purpose

The Admissions Coordinator supports the Admissions Director in ensuring a seamless and efficient admissions process. This role involves the timely completion of admission paperwork, effective communication, and coordination with referral sources and outreach teams. In the absence of the Admissions Director, the Admissions Coordinator will take the lead on all admission-related activities, with a focus on census growth, referrals, and admissions, while ensuring the department is always adequately staffed.

Delegation of Authority

As the Admissions Coordinator, you are entrusted with the administrative authority, responsibility, and accountability necessary to perform your assigned duties. You will report directly to the Admissions Director.

Job Functions

While every effort has been made to outline the essential functions of this position, this description is not exhaustive. Additional duties may be assigned that are similar, related, or integral to the position. The Admissions Director may delegate responsibilities to the Admissions Coordinator as needed, and the Coordinator will represent the department in the Director's absence.

Duties and Responsibilities

Administrative Functions

• Provide coverage for the Admissions Department in the absence of the Admissions Director.
• Assist the Admissions Director with all departmental responsibilities and functions.
• Attend Morning Report meetings as needed, per the direction of the Director or Administrator.
• Complete the daily AM census and End of Day report.
• Communicate all admissions-related information to the interdisciplinary team (e.g., admissions alerts, chats, lists).
• Complete and maintain admission agreements for all new admissions.
• Conduct ongoing audits to ensure 100% compliance with PRI, screens, Admissions Agreements, and maintain the PRI log (audit in the shared drive).
• Monitor and manage all referral sources (e.g., Allscripts, faxes) daily, ensuring a quick response time (target: 90% response within 15-30 minutes).
• Perform data entry and maintenance in Sigma.
• Facilitate communication with the marketing/outreach team and hospitals to maximize admissions and census growth.
• Engage with families to convert referrals into admissions, highlighting the facility's strengths.
• Stay updated on all facility clinical capabilities, policies, and marketing points to effectively communicate with the community, MDs, patients, and families.
• Understand and manage insurance, payor sources, disenrollments, and admissions/SNF finances.
• Answer phones, direct calls, and assist with insurance inquiries.
• Maintain a daily hospitalization list and communicate updates to the outreach team and Social Work department.
• Prepare for all admissions by coordinating with unit staff/RNs, arranging transportation, setting up rooms, and collaborating with nursing on equipment needs (e.g., BiPAP, wound vac).
• Ensure all rooms are ready by collaborating with nursing and housekeeping, and conducting audits of vacant rooms.
• Support the outreach team by preparing literature, managing promo item inventory, overseeing admissions gifts, and attending marketing events as needed.
• Send out admission alert notifications.
• Collect and verify financial and other relevant information from family members, responsible parties, and hospitals during initial intake/admissions.
• Conduct tours for prospective families.
• Communicate any concerns or observations regarding other departmental functions or procedures to the Admissions Director.
• Fulfill administrative requirements, including completing necessary forms and reports.
• Perform other duties as assigned by the Admissions Director and/or Administrator.

Education & Experience

• High school diploma or GED required; Bachelor's degree preferred.
• Previous admissions experience in healthcare facilities preferred.
• Experience as a Director is a plus.

Specific Requirements

• Ability to work efficiently in a fast-paced environment while meeting census requirements.
• Strong coaching and support skills for the admissions and marketing team.
• Knowledge of Medicare requirements and insurance providers, including PDPM, HMO rules, RUGS II & III, and Medicare prescription plans.
• Proficiency in reading, writing, speaking, and understanding English.
• Computer literacy, including familiarity with EMR software systems, Excel, Word, and other online tools.
• Ability to make independent decisions as needed.
• Strong interpersonal skills, with the ability to interact tactfully with staff, residents, family members, visitors, government agencies, and the general public.
• Leadership ability and a collaborative approach to working with interdisciplinary and regional teams.
• Willingness to seek out and incorporate new methods and practices.
• Ability to convey information regarding residents' conditions effectively.
• Must be able to maintain a professional appearance and adhere to the facility's dress code policy.
• Enthusiastic and motivated attitude, with a focus on promoting patient/resident rights and ensuring their protection.
• Availability outside of regular business hours if necessary.

Physical and Sensory Requirements

• Must be able to move intermittently throughout the workday.
• Must possess sight and hearing senses, or use prosthetics to enable these senses to function adequately for the role.
• Must meet the general health requirements set by the facility, including any required medical and physical examinations.
• The role may involve lifting residents, equipment, or other objects, with a minimum lifting requirement of 5 pounds and a maximum of 25 pounds periodically or as needed, in line with OSHA and ACGIH guidelines.