Job Description

The Skilled Nursing Admissions Coordinator is responsible for managing the resident intake and admission process for the 59-bed Skilled Nursing Facility at Hollenbeck Palms, ensuring full regulatory compliance and completion of all required admission documentation. This role serves as the primary liaison between hospitals, referral sources, families, and the interdisciplinary clinical team to facilitate timely, appropriate, and compliant admissions.

The Admissions Coordinator reviews and evaluates referrals, verifies Medicare, Medi-Cal (Medicaid), and managed care insurance eligibility, and coordinates room assignments and admission logistics. This position plays a critical role in supporting census stability, revenue cycle integrity, and resident satisfaction by ensuring a smooth and professional transition into the Skilled Nursing Facility. The role requires a strong understanding of Skilled Nursing Facility reimbursement models, admission criteria, and California regulatory requirements.

Essential Duties and Responsibilities

• Serve as the primary point of contact for all Skilled Nursing referrals from hospitals, physicians, case managers, internal campus transfers, and community sources.
• Review referral documentation, including clinical, financial, and insurance information, to determine eligibility and appropriateness for admission.
• Coordinate admission approvals with the SNF Administrator, Director of Nursing, and interdisciplinary team.
• Facilitate timely and compliant admissions, ensuring completion of all required documentation, consent forms, and regulatory disclosures.
• Coordinate admissions logistics, including bed availability, room assignment, transportation, and handoff communication.
• Provide professional tours and orientation to prospective residents and families.

Financial and Insurance Verification

• Verify insurance coverage, including Medicare, Medi-Cal, managed care, and private pay eligibility prior to admission.
• Coordinate with billing and business office to ensure accurate financial clearance and payer authorization.
• Ensure accurate documentation to support compliance and reduce risk of denied claims or delayed reimbursement.

Referral and Relationship Management

• Develop and maintain positive relationships with hospital discharge planners, physicians, case managers, and referral partners.
• Respond promptly to referral inquiries to support timely admissions and census goals.
• Represent Hollenbeck Palms professionally in communications with referral sources and the community.

Interdisciplinary Collaboration

• Collaborate with nursing, social services, therapy, and business office teams to ensure appropriate admissions and continuity of care.
• Participate in census, admissions, and discharge planning meetings as required.
• Communicate admission timelines and resident needs to interdisciplinary staff.

Documentation and Regulatory Compliance

• Maintain accurate records of referrals, admissions, and census activity.
• Ensure compliance with federal and California regulations, including CMS, California Department of Public Health (CDPH), and patient rights requirements.
• Maintain confidentiality of protected health information in accordance with HIPAA and facility policies.

Customer Service and Resident Experience

• Provide compassionate and professional communication with residents and families during the admission process.
• Ensure a welcoming, respectful, and supportive admission experience aligned with Hollenbeck Palms’ nonprofit mission and resident-centered values.
• Follow up with residents and families after admission to ensure successful transition.

Requirements

• Minimum five (5) years of healthcare intake, admissions, or care coordination experience, preferably in a Skilled Nursing Facility, hospital, or post-acute care setting.
• Strong knowledge of Skilled Nursing Facility reimbursement models, including Medicare Part A, Medicare Advantage, Medi-Cal, and managed care plans.
• Demonstrated experience managing the full admissions process, including referral review, insurance verification, and admission documentation.
• Working knowledge of federal and California regulatory requirements related to SNF admissions, patient rights, and documentation compliance.
• Excellent organizational, communication, and interpersonal skills with the ability to coordinate across clinical, administrative, and external stakeholders.
• Proficiency in electronic health records and Microsoft Office applications.

Preferred

· Experience with Ensocare is highly desirable

· Experience in a nonprofit healthcare organization or Continuing Care Retirement Community (CCRC).

· Knowledge of PointClickCare or similar SNF electronic medical record system.

· Experience working with hospital discharge planners and case managers.