Under the supervision of the Director of Admissions, the Admissions Coordinator is responsible for assisting with the maintenance of the Facility’s census through the processing of admissions and re-admissions. This position also provides support in marketing the Facility, responds promptly and professionally to admission inquiries, and ensures a smooth and positive experience for residents and their families throughout the admission process.

Minimum Qualification Standards

Education:

• High school diploma or equivalent required.

License:

• None required.

Experience:

• Prior experience in long-term care preferred.

• Knowledge of Medicare and Medicaid regulations preferred.

Performance Requirements

The Admissions Coordinator must demonstrate:

• Knowledge, skills, and abilities to perform the essential functions of the role.

• Effective interpersonal skills and the ability to communicate with residents, families, staff, interdisciplinary team members, and external agencies.

• Strong organizational skills with the ability to prioritize and manage multiple tasks.

• Professional judgment, common sense, and diplomacy in handling sensitive situations.

• Ongoing communication with state surveyors, ombudsmen, consultants, and medical staff.

Psychological Requirements

This position involves exposure to stresses associated with a 24-hour residential care environment serving primarily elderly, disabled, and cognitively impaired residents. Situational challenges may include:

• Weekend and holiday duty

• Resident behavioral issues

• Family reactions to long-term care placement

• Death and dying

• Oversight by state surveyors and external consultants

Physical and Ergonomic Requirements

Mobility: Able to move freely throughout the facility and respond quickly to emergencies.
Lifting: Must be able to lift 5–40 lbs. without restriction.
Climbing/Balance: Able to climb stairs and maintain good balance.
Stooping/Bending: Frequent throughout the day.
Pushing/Pulling: Able to push residents in wheelchairs or Geri-chairs.
Standing/Sitting: Stands/walks 3–4 hours per day; sits 4–5 hours per day.
Reaching: Must have full range of motion in shoulders to retrieve supplies.
Hearing/Speaking: Able to clearly hear call lights, alarms, and normal speech; must speak clearly in the facility’s predominant language.
Vision: Must be able to read large and fine print with or without corrective lenses.

Environmental Factors:

• Work is primarily indoors in temperatures of 72–80°F.

• Must tolerate normal odors associated with resident care.

• Minimal exposure to chemicals (protective equipment provided as necessary).

Essential Responsibilities and Performance Standards

1. Assists the Director of Admissions in preparing for long-term care surveys.

1. Reports relevant information regarding resident risk factors, family feedback, and potential quality improvements to the Director of Admissions.

1. Screens prospective admissions for level of care, anticipated needs, and compliance with federal regulations.

1. Coordinates all admission activity with nursing, administration, and social services, securing prior approvals as required.

1. Answers inquiry calls promptly and provides appropriate information and referrals.

1. Meets with families, provides tours of the facility, and explains the admissions process.

1. Maintains accurate files, census records, and organized documentation of applications.

1. Collaborates with hospitals and referral sources to obtain necessary medical information.

1. Reviews and gathers pre-admission information and paperwork, including contracts.

1. Submits completed admission files to bookkeeping promptly after each admission.

Professional Conduct

• Demonstrates respect for residents’ rights, dignity, and individuality.

• Communicates effectively with staff, residents, and families, including those with cognitive or physical impairments.

• Maintains confidentiality of resident and facility information.

• Adheres to attendance, punctuality, and dress code policies.

• Demonstrates professionalism, adaptability, and accountability in all tasks.

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