Job Description

PURPOSE OF THE JOB
The Admissions Coordinator is responsible for the Smith Care Center (SCC) admission process, generating new relationships with providers, and coordination of a smooth transition of residents (and their support network) into the SCC. The Admissions Coordinator must be supportive of our mission and values.

DUTIES/RESPONSIBILITIES
The Admissions Coordinator is accountable for all SCC admission activities including, but not limited to, the following:
1. Create positive first impressions of the Smith Care Center.
2. Demonstrate knowledge, helpfulness, and a thorough understanding of all the complexities involved in the decision to place a loved one in a long-term care facility.
3. Demonstrate discretion, judgement, and sensitivity to the timing of an individual’s readiness for admission.
4. Establish and maintain a positive professional relationship with members of Sarasota’s medical community by conducting personal visits to hospitals, medical practices and offices, nursing care providers, home health services, etc.
5. Serve as an effective facilitator in guiding family members and decision-makers to reaching a mutually beneficial agreement on behalf of the incoming resident.
6. Demonstrate the ability to work well with residents, their families, spouses, and partners as they reach a final decision.
7. Exercise discretion and independent judgement to coordinate SCC Marketing and community outreach efforts.
8. Serve as the first point of contact for all referrals, including ECIN (Extended Care Information Network).
9. Conduct and schedule tours.
10. Maintain timely communication with all prospects and future residents through effective in-person and telephone follow-up.
11. Maintain marketing calendar for SCC special events, outreach efforts, and direct mailings. This is crucial to maintain the general business operations for SCC and Plymouth Harbor.
12. Assist with special events.
13. Create and maintain a waiting list for long-term placement admissions.
14. Demonstrate knowledge/familiarity of our primary market of assisted living, skilled nursing care providers, physician groups and offices, home health agencies, professional service providers (e.g., attorneys, financial planners, clergy), as well as hospital discharge planners. This is an essential function of the position to maintain and increase census and revenue for SCC and Plymouth Harbor.
15. Provide information and referrals to other agencies for in-home care, dementia care, adult day care, and geriatric care managers.
16. Create and maintain a referral database.
17. Work in a collegial manner with appropriate SCC staff to accurately assess the level of skilled care and ancillary services required.
18. Ascertain the extent of resident care needs and the impact on potential cost to SCC.
19. Demonstrate understanding of the Minimum Data Set (MDS) and how the admission is reflected in this system.
20. Demonstrate knowledge of Resource Utilization Groups (RUGS).
21. Demonstrate knowledge of private health insurance and long-term care insurance coverage and policy types.
22. Ensure a satisfactory transition for each incoming resident.
23. Coordinate room availability and assignment.
24. Obtain resident profile information, insurance and advanced directives information and forward to the appropriate staff.
25. Coordinate review of patient (community admission) eligibility and nursing home contract signing.
26. Inform clinical and non-clinical staff on the admitting shift about key information that will be helpful to provide the resident’s best first hour and best first day. Ensure that this information is shared with successive shifts.
27. Assist staff, if needed, in making sure all rooms are clean and inviting prior to each admission.
28. Continue working with the resident/family until you are certain they are satisfied with their transition.
29. Update the “Who I Am” notebook for all admitting residents of Plymouth Harbor.
30. Participate in various meetings, including SCC Stand Up, URC, and Marketing.
31. Maintain and review Admissions/Census reports.
32. Review Referral reports.
33. Review upcoming admissions.
34. Represent SCC at various community functions, as directed by the Vice President of Health Services.
35. Assist in the creation and revision of marketing materials.
36. Function as an effective team member in the SCC and other departments in the overall operation of the Plymouth Harbor campus.
37. Demonstrate knowledge of all aspects of the Plymouth Harbor community including, but not limited to, Independent Living, Assisted Living, Health Services, Wellness programs, Dining Services, Facilities, and Housekeeping.
38. Demonstrate knowledge of the policies and procedures of the SCC and Plymouth Harbor.

SUPERVISORY RESPONSIBILITY
• This position has no supervisory responsibilities.

QUALIFICATIONS
Education:
• Minimum high school diploma plus specialized training in a vocational occupation or equivalent. Associates or Bachelor’s degree preferred.
Experience:
• Experience in case management for acute and post-acute or experience with Medicare or long-term care insurance billing is preferred.
General:
• Knowledge of the local medical community is preferred.
• Must have good organizational skills.
• Must be a detail-oriented person and able to perform duties with great accuracy on a daily basis.
• Must have excellent personal skills, demonstrating the ability to conduct oneself in a non-controversial style; a style that inspires the respect of others and promotes a sense of trust in the individual’s competence.
• Must have good communication skills; speaking, writing, and listening.
• Must be fluent in English.
• Must have excellent computer skills.
• Must be proficient with Microsoft Office programs with emphasis on Excel, Outlook, PowerPoint, Publisher, and Word, with the ability to learn and use proprietary software as required.

CERTIFICATES/LICENSES/REGISTRATIONS
• This position does not require any certificate/license/registration.

PERSONAL REQUIREMENTS
• Support Plymouth Harbor’s mission, striving daily to ensure the best possible outcomes for the health and well-being of residents and staff.
• Maintain high personal standards for performance and encourage others to do the same.
• Must be able to get along with others and work as a team player.
• Maintain confidentiality in all Plymouth Harbor, resident, and team member matters.
• Use good judgement and make independent decisions when circumstances warrant such action.
• Work harmoniously with all persons residing in, employed by, or associated with, the organization.
• Be able to relate to and work with ill, disabled, elderly, emotionally upset, and at times hostile people.
• Wear Plymouth Harbor team member i.d. badge at all times when on duty.
• Abide by the dress and grooming guidelines established for the department and possess good personal hygiene habits.

PHYSICAL REQUIREMENTS
• Must possess fully functioning sense of sight/hearing or use prosthetics that will enable these senses to function adequately in order to do the job.
• Must be able to sit, stand, walk and move throughout the workday (lifting, carrying, bending, squatting, reaching, kneeling, pushing, pulling, twisting) using good body mechanics.
• Must be able to lift/push up to 25 pounds.
• Must be able to stand and walk for long periods of time.
• Must be able to cope with the physical and emotional demands of the position.