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Admissions Coordinator

BRIA of Alton Alton, IL
admissions admissions coordinator coordinator admissions marketing director administrator admissions coordinator coordinator binder communication sales email
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February 7, 2023
BRIA of Alton
Alton, IL
FULL_TIME

Come Join the BRIA Family.



We are seeking of Admissions Coordinator.



Primary responsibility is to ensure that every referral is processed and reviewed in a timely manner and that every admission is accomplished by providing a smooth transition from the hospital, community or other setting. Serve as the communication conduit between and among departments on every referral and every admission. Assist in positioning the skilled nursing location as a leader in short-term rehabilitation and long-term care with the goal of contributing to build and grow census and quality resident mix. Accountable to the corresponding Administrator and Marketing Director. Reports to the BRIA Corporate Director of Sales and Marketing.



Essential Job Functions



Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.



Staff Satisfaction



  • Pre-admission notification to staff of what resident requires and when they will be arriving.

  • Speak with staff while doing rounds to see how you can help them with the admission process.

  • Provide staff with information concerning anticipated admissions, discharges and re-admissions.


Customer Satisfaction



  • Ensure tours are completed by individuals who are trained by the Admissions Coordinator. Conduct tours.

  • Ensure all standard supplies needed to care for resident are in place prior to admission (O2 signs, isolation signs, equipment).

  • Ensure environmental room preparedness.

  • Ensure residents are placed in rooms with roommates that are of similar age, background, and alertness where possible.

  • Greet all admissions at the door upon arrival.

  • Orient resident and family to the facility upon admission.

  • Ensure that belongings are unpacked, marked, and stored properly the day of admission.

  • Ensure nurse and C.N.A on duty at the time of admission meet and greet resident within 30 minutes of admission.

  • Follow up with resident and family within 24 hours to determine satisfaction with admission process and to address any concerns they might have. Complete Step 1 of the Four-Touch Process.

  • Assist with room changes where possible per resident and family request.


Communication



  • Respond to referring sources within 30 minutes with a decision; ask for additional referrals to review for possible placement. Follow the approved Referral Review Process.

  • Complete inquiry sheet for all phone/tour inquiries. Follow-up with the inquirer within 24 hours. Keep inquiry sheets in the Inquiry Binder (create an Inquiry Binder with Monthly Tabs and keep in the Admissions Office.)

  • Complete Referral review Checklist and attach it to all incoming referral packets. Route all new referrals to appropriate departments for review (DON/ADON/Nursing/Administrator for clinical review; Bookkeeping/Administrator for financial review)

  • If a referral is denied, ensure the Referral Review Checklist is filled-out with the reason for denial and kept in the Denial Binder (create a Denial Binder with Monthly Tabs and keep in the Admissions Office.) Coordinate denial request to BRIA Executive Director Daniel Weiss and BRIA Corporate Director of Business Development Evan Lafer as directed by the administrator. Copy Corporate Director of Sales and Marketing Tonya Fields on all denial emails.

  • Upon acceptance, complete and distribute Admission Notice to all necessary parties.

  • Notify family that all checks must come to the facility

  • Email overall census number and Medicare/managed care number to BRIA Corporate office daily.

  • Email Daily Census Report no later than 9am and again before 5pm to administrator, marketing team, BRIA Executive Director Daniel Weiss (only the evening report), BRIA Corporate Director of Business Development Evan Lafer, BRIA Corporate Director of Sales and Marketing Tonya Fields and corresponding Medicare specialist.


Compliance, Education & Training



  • Daily room rounds to ensure all empty beds are set-up and ready for potential admissions by 10:00 AM.

  • Prepare admission packet prior to admission for signatures.

  • Meet with resident, POA or guardian to sign admission paperwork upon admission. If unable to do upon admission must be completed within 72 hours.

  • Ensure name band is placed on resident and name plate is updated on resident room sign upon admission.

  • Inform family of all insurance cards needed – if all are not received upon admission, notify business office so they may obtain any missing insurance cards.

  • Obtain signatures for all forms signed that are listed on the facility Admissions Checklist.

  • Follow the facility Admission Process (see attached).

  • Confirm date of an OBRA screen (date/agency/contact info) on all admissions at the time admission is accepted.

  • Verify Primary and Secondary Payer source

  • If Medicare - verify number of days available (HIQA and prior SNF)

  • If PA / Pending – notify business office if an application was started and where

  • Verify Payment status on all new admissions

  • Enter all face sheet information in computer. Any information not obtained refer to social service and bookkeeping for follow up

  • Train Social Services Department regarding ALL admission functions as backup for Admissions coordinator

  • Participate in the orientation process.

  • Educate for all designated team members on providing facility tours.

  • Phone etiquette education to staff upon orientation and as needed.

  • Attend facility education as required by protocol


Marketing



  • Responsible to ensure all tours are provided by admissions coordinator or an individual who has been trained to provide tours.

  • Responsible to visit residents in the hospital in the absence of the marketing director.

  • Must always use proper phone etiquette.

  • Send thank you note to referral source after each referral.

  • Write success stories for all positive discharges and provide them to marketing director for review and publishing.

  • Serve as back up for marketing director when designated by administrator.

  • Ensure facility has enough stock of brochures, cards, admission folders, admission packets, and marketing supplies. Quantities will be set with marketing director’s guidance and approval.

  • Ensure admissions office is “tour ready”, neat, organized, and presentable.


Qualifications



  • Experience in health care and/or human service, marketing, census development and the admission process.

  • Strong verbal and written communication skills.

  • Ability to work well in a team setting. Positive and enthusiastic approach to tasks.

  • Participation in professional organizations and workshops.

  • Appropriate, neat and professional grooming, manners and conduct.

  • Proficient in Microsoft Word/Excel/Publisher and email.
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