Admissions Coordinator

Department: Administration – Assisted Living Facility (ALF)

Reports To: Assisted Living Administrator

Position Summary:

• We are seeking a compassionate, organized, and detail-oriented Admissions Coordinator to oversee and coordinate the admissions process for our Assisted Living Facility (ALF).
• This role serves as the primary point of contact for prospective residents, families, hospitals, social workers, and referral sources while ensuring a smooth transition into the community.
• The admissions Coordinator also supports marketing initiatives, maintains accurate resident records, and provides administrative support to nursing and leadership teams.

Key Responsibilities:

• Coordinate and manage the complete resident admission process from inquiry through move-in.
• Assist prospective residents and families with admission documentation and required paperwork.
• Serve as the primary liaison between referral sources, healthcare providers, social workers, financial representatives, and families.
• Verify Medicaid eligibility, financial documentation, insurance information, and private-pay requirements.
• Maintain admission logs, referral records, census reports, and marketing databases.
• Enter and update resident demographic, insurance, and admission information within the facility management system.
• Prepare admission packets, resident charts, face sheets, and required medical documentation.
• Coordinate resident welcome activities and ensure rooms are prepared before admission.
• Maintain resident medical records, care plans, chart audits, and regulatory documentation.
• Update admission forms and policies to remain compliant with state and federal regulations.
• Assist with census tracking, occupancy reporting, and admissions committee meetings.
• Coordinate facility tours for prospective residents, families, hospitals, and referral partners.
• Develop and support community outreach and marketing activities to increase referrals and occupancy.
• Prepare reports, presentations, brochures, and promotional materials as needed.
• Maintain office supplies, admission materials, and administrative records.
• Assist nursing and administrative staff with clerical and receptionist duties when required.
• Coordinate resident transportation scheduling for medical appointments as needed.
• Participate in quality assurance activities, chart audits, and regulatory surveys.
• Support emergency preparedness procedures and perform additional duties assigned by leadership.

Required Qualifications:

• High School Diploma or GED required.
• Bachelor's degree in Human Services, Social Work, Communications, Marketing, Healthcare Administration, or a related field preferred.
• Experience in admissions, healthcare administration, assisted living, long-term care, or senior services preferred.
• Knowledge of Medicaid eligibility, healthcare insurance, and medical terminology.
• Strong organizational, communication, customer service, and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with healthcare software is a plus.
• Ability to communicate effectively with residents, families, healthcare professionals, and community partners.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Occasional weekend availability for admissions, tours, or marketing events.

Preferred Skills:

• Experience in assisted living, skilled nursing, or long-term care admissions.
• Knowledge of state and federal healthcare regulations.
• Experience maintaining electronic medical records (EMR).
• Marketing and community outreach experience.
• Strong presentation and relationship-building skills.
• Excellent problem-solving and time management abilities.

Physical Requirements:

• Ability to sit, stand, walk, and move throughout the facility.
• Ability to lift up to 25 pounds occasionally.
• Ability to use standard office equipment and computer systems.
• May require assisting during emergency response situations.

Benefits:

• Competitive compensation
• Comprehensive health, dental, and vision benefits
• Paid Time Off (PTO)
• Retirement savings plan
• Professional development opportunities
• Supportive and collaborative work environment
• Opportunity to make a meaningful impact in the lives of seniors and their families