ALF - Admissions Coordinator FT Days

Summary:  The Admissions Coordinator: supervises and coordinates the admissions process for all prospective Willow Oaks residents with local jurisdictions, referral sources and in-house staff; interfaces with applicant’s eligibility workers, business office representative and responsible party to ensure Medicaid eligibility or financial solvency for those applicants who may be private pay; develops and implements marketing strategies for the facility in coordination with administration. Responsible for supervision of receptionists and provides clerical support for the Willow Oaks facility.

Required Knowledge, Skills and Abilities:

Candidate must demonstrate experience and ability to work well with people under crises with an emphasis on the geriatric and disabled population.  Candidate must have working knowledge of Medicaid and Auxiliary Grant eligibility requirements and basic medical terminology.  

• Ability to read and comprehend instructions, short correspondence, memos, procedure manuals, safety rules, operating and maintenance instructions.   

• Ability to complete routine reports and correspondence.  

• Ability to effectively present information in one-on-one and small group situations to residents, staff, families, and vendors.

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  

• Ability to deal with problems involving several variables in standardized situations.

• Must possess excellent organizational, written, presentation, communication, and strong customer relations skills.
• Must be detail oriented.

• Ability to write routine reports and correspondence.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form.
• Ability to deal with problems involving variables in standardized situations.

Minimum Qualifications:

• Candidate must have at least one to two years combined experience in a long-term care facility as a License Practical Nurse (LPN) and as a case manager performing Level I screenings in a hospital setting and experience with the local Department of Social Services Long Term Care Unit.
• A four-year degree emphasizing social work or geriatrics, along with computer skills, is preferred but not required.
• High school diploma or general education degree (GED).
• Knowledge of medical terminology preferred.

Job Responsibilities:

• Assist resident and their responsible parties in completing all admission forms.  Distribute to Unit and business office.  
• Update face sheets as needed.
• Enter all admissions information into the Point Click Care system on the day of admission and provide the Unit with an accurate face sheet.
• Update the Point Click Care system on all admissions and discharges, changes in contacts, insurance information, etc., in a timely fashion and generate new face sheets as needed.
• Keep accurate census records emphasizing all residents' bed availability and name, jurisdiction, and room number.
• Prepare census and summary of prospective NH and ALF residents for review at the weekly Admissions Committee meeting, including all relevant medical, psycho-social, and financial data of prospective admissions to the facility.  
• Maintain all admissions files in accordance with current licensure, Medicare, Medicaid, and Auxiliary Grant requirements.
• Update departments, via email, of incoming admissions, returns from the hospital, and in-house transfers in a timely fashion.
• May be asked to draft policies related to Admissions procedures and review and update current admissions policies and procedures to maintain regulatory compliance with the Department of Health and the Department of Social Services.
• May be asked to prepare administrative reports on census, marketing, and admissions for board meetings, quality assurance meetings, and jurisdictional reports.
• May be asked to prepare reports for nursing homes and ALF surveyors.
• May participate in fiscal planning for admissions.
• May be asked to plan, organize and implement an information program that could include printed materials, brochures, press releases, or public speaking engagements to promote the facility in the community.
• Update ALF admissions forms to maintain regulatory compliance.

• Projects a positive image of the facility in dealing with residents, families, co-workers, and the public.  Greets and facilitates outside groups and individuals providing programs during normal business hours.
• Prepares and maintains worksheets as needed to maintain a smooth operation for staff assignments, supplies, charges, etc.
• Proficient in and regular monitoring of computer (roam alert, identi-pass, and input resident dates, admissions/discharges) and door locking systems.
• Coordinates transportation needs of Residents going to medical appointments with the Unit Secretary at Birmingham Green responsible for arranging transportation. 
• Update the system on all admissions and discharges, changes in contacts, insurance information, etc., in a timely fashion and generate and distribute new face sheets as needed.
• Other duties as assigned.

Marketing/Public Relations

• Arrange for facility tours with prospective residents, family members, responsible parties, social workers and potential referral sources.
• Provide brochures, pre-admission paperwork, etc. upon request.
• Coordinate meetings between facility staff and referral sources (e.g. county social workers or hospital case managers) as needed.