Admission Coordinator

Position Title: Admission Coordinator 

Department: Admission 

FLSA Classification: Non-Exempt  

Employee Reports to: CAO 

Employment Status: Full Time 

Job Description? 

Summary/objective  

The admissions Coordinator manages the overall admission process, referral intake, and coordinates patient admissions while following corporate policies and procedures. 

Essential functions 

Admissions, Referrals, and Department Coordination 

• Manages facility intake functions competently and professionally. 
• Take responsibility for tracking each referral from initial receipt through final disposition, including admission or denial. 
• Receives and records telephone inquiries, responds promptly, and directs callers to the appropriate individuals. 
• Receives, documents, and forwards referrals to the clinical team for acceptance or denial. 
• Ensures admission calls are answered by a live person Monday through Friday, 8 a.m. to 5 p.m. 
• Confirms coverage for after-hours, weekends, and holiday admissions and referrals before leaving each workday. 
• Coordinates admission of workflows, records, and statistics. 
• Completes the referral sheet at initial contact to expedite processing. 
• Ensures compliance with policies governing Medi-Cal, Medicare, commercial insurance, and other payers to minimize financial risk. 
• Directs patients and families to appropriate agencies or counselors for financial counseling. 
• Communicate admission decisions verbally and in writing to referrals and families. 
• Arrange tours of Colusa Medical Center for patients and families. 
• Initiates all admission forms, including Consent to Treat, according to written procedures and ensures they are fully completed with timely, valid signatures. 
• Scan complete admission packets to support timely billing for all discharged patients. 
• Submits an accurate midnight census daily and coordinates with accounting to ensure an error-free month-end close. 
• Maintains accurate referral and conversation statistics in the patient's Referral Tracking System. 
• Maintains complete files for all patients referred to for admission.
• Tracks and maintains all inquiry statistics. 
• Prepares daily facility for census data and projections. 
• Prepares and submits a monthly referral report to the CAO. 
• Maintains regular communication with discharge planners. 
• Provides referring physicians, families, and other healthcare facilities with brochures and information about Colusa Medical Center programs. 
• Participates in individual outreach, referral development, and educational presentations as directed by the Administration. 
• Documents relevant patient referral information and forward it to the Clinical Liaison(s), as appropriate. 
• Coordinates with nursing and providers to arrange appropriate placement in specialty units. 
• Distributes daily census projections and admission schedules to all departments. 
• Distribute evaluation sheets and face sheets to all departments. 
• Help prepare admission materials, including cards, forms, and related documents. 
• Assists with patient admissions and obtains required signatures and consents. 
• Introduce patients and families to Colusa and its procedures. 
• Inform staff of anticipated needs, including participation and discharge-planning considerations. 
• Collaborates closely with clinical and non-clinical departments. 
• Organizes liaison calls. 
• Marketing tools to achieve customer, referrer, and payor satisfaction; ensure appropriate market penetration; maintain a positive public image; Average Daily Census goals.  
• Verifies insurance coverage before admission. 
• Notifies departments of specific requirements, IV needs, Wound care, Bariatric equipment, etc.

Supervisory responsibilities 

None 

Work environment 

• Be able to stand, sit, and walk for a prolonged period. 
• Be able to communicate with the doctors and the patients in a professional manner.  
• Ability to understand cultural differences.  

Physical demands 

• Walk or sit for a long time.  
• Use their hands to handle, control, or feel objects, tools, or controls. 
• Use muscles to push, pull, or carry heavy objects. 

Travel Required 

• None

 Required Education and Experience 

• High School Diploma  
• Must possess and demonstrate expertise in organizational, time management, and communication skills 
• Must have knowledge and acceptance of facility philosophies, policies, programs, and services 

Preferred education and experience 

• (2)-years’ experience in a related healthcare field preferred 
• Previous experience in third party reimbursement, as a nurse liaison, or other related experience is desirable  

Additional eligibility requirements 

Work authorization requirements 

Employee must?also be able to satisfy the requirements of the Immigration Reform and Control Act of 1986, which requires documents to prove Employee’s identity and demonstrate that Employee is authorized to work in the U.S., and to complete an Employment Eligibility Verification form (Form I-9) 

Affirmative Action/EEO statement  

Colusa Medical Center enthusiastically accepts its obligation to provide equal employment opportunities and to make employment decisions without regard to sex, sexual orientation, gender identity or expression, cancer history or diagnosis, genetic characteristics or information, religion, race (including traits historically associated with race, such as protected hairstyles – braids, locks, twits), color, age, national origin, ancestry, marital status, pregnancy, childbirth or related medical condition, disability, military status, veteran status or any other protected status under federal, state, or local laws. Our management is dedicated to ensuring the fulfillment of this policy with respect to hiring, placement, promotion, transfer, demotion, layoff, termination, recruitment advertising, pay, and other forms of compensation, training, and general treatment during employment. 

Selection of employees is conducted based on the applicant’s previous appropriate experience, skills, knowledge, former employer references and possession of certificates and/or license, where applicable. Applicants must meet requirements of the position for which they are applying and be of good personal character. Written and/or manual examinations may be required for positions requiring exceptional skills. 

Personal actions regarding such matters as compensation, benefits, transfer, staff reduction, promotions, Colusa Medical Center sponsored training, education, and social/recreational programs will be administered in keeping with Colusa Medical Center commitment to Equal Employment Opportunity.  

Other duties 

Please note that this job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.