Admissions Coordinator

POSITION SUMMARY:

The Admissions Coordinator is responsible for managing and coordinating the intake process for prospective residents and patients at a senior living health center. This role ensures all necessary documentation is collected, verifies insurance and payer sources, and serves as a liaison between families, referral sources, and internal departments. While the Admissions Coordinator facilitates the admissions process, the final decision to admit a resident is made by the Director of Nursing or Administrator.

ESSENTIAL JOB FUNCTIONS:

Serve as the primary point of contact for inquiries, referrals, and potential admissions.

• Coordinate all pre-admission activities, including intake paperwork, insurance verification, and initial assessments.
• Communicate effectively with hospitals, discharge planners, social workers, and families to gather clinical and financial information.
• Collaborate with nursing, finance, and administrative teams to ensure readiness for new admissions.
• Prepare admission packets and documentation for final review and approval.
• Schedule and conduct tours and informational visits for prospective residents and families.
• Maintain accurate records in systems in compliance with state and federal guidelines.
• Follow up on referrals to ensure timely response and admission flow.
• Ensure a smooth transition for residents and families during the admission process.
• Assist in tracking admission data and occupancy trends as directed.
• Observe and abide by all regulations to ensure that personal health information is protected during its collection, use, disclosure, storage, and destruction within the community; and to ensure only the minimum necessary information is known to function in this position.
• Assure resident safety.
• Follow written and oral directions.
• Maintain all tools, equipment and supplies in proper condition.
• Recommends improvements and offers suggestions as appropriate.
• May participate in orientation and development of new employees.
• Maintain confidentiality of resident and community information.
• Assist new employees in following established community policies and procedures.
• Complete assignments timely, completely and accurately.
• Attend all in-services as assigned or requested.
• Participate in interdisciplinary team and other community meetings as assigned or requested.
• Consistently work cooperatively with residents, co-workers, physicians, families, consultant personnel and other ancillary service providers.
• Observe all community safety policies and procedures.
• Is observant of safety hazards and emergency situations, and reports to appropriate person or takes corrective action according to established procedures.
• Come to work in a clean, neat uniform and consistently present an appropriate professional appearance.
• Come to work as scheduled and consistently demonstrate dependability and punctuality, complies with attendance policy.
• Assume accountability for data contained in the employee handbook.
• Assumes accountability for compliance with Federal, State, and other regulations within scope of control and of which informed.
• Observe infection control procedures.
• Follow Residents’ Rights policies at all times.
• Observe all community policies and procedures.
• Accept assigned duties, instructions or correction in a cooperative manner, voicing concerns or disagreement in a professional manner through established chain of authority according to state procedures.
• Perform incidental housekeeping and maintenance tasks as may arise during the course of regular duties, in order to maintain a clean, safe, pleasant environment for residents, visitors and staff.
• Perform all other related duties as assigned in an effective, timely and professional manner.

REQUIREMENTS:

• High school diploma or equivalent required; associate or bachelor's degree in healthcare, business, or related field preferred.
• 1–3 years of experience in healthcare admissions, intake coordination, or customer service, preferably in senior living, skilled nursing, or hospital discharge settings.
• Working knowledge of Medicare, Medicaid, and insurance verification processes.
• Proficient with EMR system; experience with PointClickCare or similar platforms is a plus.
• Must possess current and valid driver’s license consistent with the requirements determined by size of vehicle and laws of the state in which the driver is licensed
• Proficiency in the English language enabling the employee to read, write, comprehend and communicate simple instructions, correspondence, memos, etc.
• Ability and willingness to utilize computer software system to track activities and other pertinent information
• Ability to multi-task, balance team and individual responsibilities, and respond promptly to resident and visitor needs
• Ability to utilize Microsoft Office Suite products
• Ability to prepare accurate and timely reports to meet required deadlines
• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions
• Ability to deal with problems involving few concrete variables in standardized situations
• Must demonstrate excellent telephone communication skills.
• Multi-task oriented
• Willingness to be available for any/all emergencies regarding the community.
• Lifts, push and pull up to 10 lbs. with assistance occasionally
• Climbs, reaches, bends and twists occasionally
• Reaches, bends and twists occasionally
• Sits, stands and walks frequently throughout the day