Admissions Coordinator

Job Description

Admissions Coordinator

The Admissions Coordinator is a pivotal role within the Health & Rehabilitation Center (HRC), directly contributing to the facility’s success by managing and driving all referral and admission activities. This position operates under the close direction and supervision of the Healthcare Administrator, focusing on maintaining and exceeding budgeted census levels through proactive engagement with referral sources and meticulous management of the admissions process.

Essential Job Functions

• Census Management & Outreach:
  • Engages daily with discharge planners and case managers to achieve and surpass facility budgeted census targets.
  • Distributes a daily census update email to relevant Williamsburg Landing employees each weekday morning.
  • Actively manages and maintains facility census activity in line with budgetary goals.
  • Collaborates with Independent Living, Adult Day Care, Memory Support, and Assisted Living staff to identify potential WLHRC admissions.
  • Conducts visits to potential referrals in hospital or home settings when necessary to facilitate admissions.
• Data Tracking & Reporting:
  • Tracks monthly and quarterly admission data, including total admissions, discharges, and volume from specific referral sources, for submission and review by the QAPI committee.
  • Manages the Team Census Spreadsheet within Google Drive.
  • Sends out admission notifications via email to appropriate Williamsburg Landing employees.
  • Tracks dashboard metrics for admissions, discharges, and re-hospitalizations.
• Resident & Family Communication:
  • Communicates with the resident’s representative party, resident, and/or case manager to confirm discharge plans post-rehabilitation stay.
  • Provides key facility personnel’s contact information upon admission.
  • Conducts tours for prospective admissions, offering insight into the facility’s services.
  • Verifies that bed holds are offered to residents when appropriate, coordinating discussions if not already done.
  • Completes inpatient satisfaction surveys with residents.
• Admissions Eligibility & Financial Verification:
  • Reviews medical information to determine admissions eligibility, consulting with the Director of Nursing as needed.
  • Inputs pre-admission information into the facility’s EMR system.
  • Verifies benefit eligibility and insurance information.
  • Performs medication cost analysis prior to accepting an admission.
  • Obtains prior authorization for Medicare Advantage and other managed care admissions.
  • Provides timely updates to Medicare Advantage or managed care plans throughout the admissions stay, including prior authorizations for Medicare Advantage Part B therapy services.
• Training & Backup Support:
  • Trains the Social Services/Discharge Planner on admissions competencies to ensure effective backup admissions support.
  • Provides training for nursing staff to guarantee an efficient, resident-centered admissions process.
  • Coordinates discharges and other essential functions in the absence of the Social Services/Discharge Coordinator.
• Marketing & Facility Coordination:
  • Supports marketing team initiatives through regular meetings, assistance with marketing material development, and budget development input.
  • Ensures rooms are prepared for admission and coordinates requested room changes to optimize resident satisfaction.
• Administrative & System Management:
  • Inputs/Updates resident data contact information for new skilled admissions, long-term care admissions, or permanent transfers into the WeCare Connect portal.
  • Completes new admission contracts within 48 hours of admission.
  • Adds new admissions into the McKesson Orbits portal.
  • Attends the daily morning meeting and participates in various committees as requested.
  • Performs other duties as assigned to support the HRC’s operations.

Qualifications

A Bachelor’s degree in a related field is preferred, coupled with relevant experience in post-acute care admissions. Candidates should possess current knowledge of Medicare and managed care regulations to effectively navigate the complexities of healthcare admissions.

Knowledge, Skills, and Abilities

The ideal candidate will demonstrate proficiency in safely utilizing equipment and supplies in accordance with accepted methods and techniques for optimal care provision. The ability to assist licensed staff as needed is important. Physical requirements include the ability to regularly and safely lift a minimum of 35 pounds and to stand and walk for extended periods. The role demands strong initiative and sound judgment in decision-making.

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Salary Description

The salary for this position starts at $60,320/yr+, with the final compensation commensurate with the candidate’s experience and qualifications.