Admissions Coordinator

DutiesandResponsibilities:

AdministrativeFunctions:

1.Plan, develop, organize, implement, evaluate, and direct the admissions activities of this facility.

2.Assist in the development, administering, and coordinating of department policies and procedures.

3.Keep abreast of current federal and state regulations, as well as professional standards, and make recommendations on changes in policies and procedures to the Director of Admissions.

4.Review department policies and procedures, at least annually, and participate in making recommended changes.

5.Develop and implement policies and procedures for reviewing, identifying and evaluating the needs of the facility to ensure our census is 100% capacity

6.Consider new avenues and ideas for census development including partnership with sister facilities.

7.Assess incoming patients and make sure they meet the medical facility's admission criteria and verify insurance viability for potential admission.

8.Participate in community planning related to the interests of the facility and marketing the services of the facility.

9.Participate in admission planning, development and implementation to assess the medical and financial needs and appropriateness of potential residents.

10.Interview residents/families in hospital settings, at the facility or at a mutual acceptable location.

11.Perform administrative requirements, such as completing necessary forms, reports, etc., and submitting such to the Director of Admissions as required

12.Ensure all admissions paperwork is reviewed and complete by resident or responsible party based on state, federal and company requirements

13.Arrange for the assistance of the Social Worker, Director of Nursing, Business Office Manager if needed to explain medical, social or financial issues that might impact the residents stay to the resident or responsible party.

14.Provide information to resident/family as to Medicare/Medicaid, and other financial assistance programs available to the resident if needed

15.Provide assistance to families of hospital patients who might not be familiar with long term care describing services and benefits of a rehab / long term care admission if necessary.

16. Assume the authority, responsibility, and accountability to ensure all admission contracts and paperwork are completed timely as possible

17. Maintain a quality working relationship with the medical profession and other health-related facilities, referral sources and organizations.

18. Compile written and oral reports/recommendations to the Director of Admissions concerning the Admissions department.

19. Interpret the department’s policies and procedures to employees, residents, visitors, government agencies, etc.

20. Keep abreast of economic conditions/situations making adjustments as required in strategies as needed to ensure strong census for the facility.

21. Be available for facility tours for family members, referral sources, discharge planner or community leaders.

22. Continue to nurture and develop new referral sources including hospitals, senior programs/centers, churches, and community associations.

23. Be sure to forward any complaints and grievances from residents, family members, referral sources to the Director of Admissions. Follow facility’s established procedures.

24. Participate in facility surveys (inspections) made by authorized government agencies

25. Follow up with residents, family members, as necessary, to assist with adjustment to the facility. Involve the Social Worker Director is necessary.

26. The Admission Coordinator may be needed to speak or conduct meetings to promote the facility and services.

27. Update the census board on a daily basis to include all admission, transfers and discharges.

Committee Function:

1. Serve on, participate in, and attend various committees of the facility (i.e. Infection Control, Policy Advisory, Pharmaceutical, Budget, Quality Assessment and Assurance, etc.) as required, and as appointed by the Director of Admissions.

2. Provide written and/or oral reports on Admissions activities as required.

3. Consider committee recommendations as they pertain to Admissions and Census Development.

4. Attend department head meetings, etc., as scheduled or as may be called.

5. Schedule and announce departmental meeting times, dates, places, etc.

Personnel Functions:

1. Assist as requested by the Director of Admissions in recruitment, interviewing, and selection of Admission department personnel.

2. Assist in standardizing the methods in which Admission tasks will be performed.

3. Maintain a productive working relationship with other department supervisors and staff and coordinate admission procedures to assure that daily referrals can be performed without interruption.

4. Report occupational exposures to blood, body fluids, infectious materials and hazardous chemicals in accordance with the facility’s policies and procedures governing accidents and incidents.

5. Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment, throughout the facility.

Staff Development

1. Develop and participate in the planning, conducting, scheduling of timely in-service training classes that provide instructions on “how to do the job,” and ensure a well-educated admissions department.

2. Assist admissions in developing, implementing, and conducting in-service training programs that relate to the admissions department for other departments.

3. Attend and participate in continuing educational programs designed to keep you abreast of changes in your profession, as well as to maintain your current status.

4. Ensure that all admissions personnel attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard as required.

Safety and Sanitation:

1. Assist the Safety Officer in developing safety standards for the admissions department.

2. Ensure that the department’s policy and procedure manual identifies safety precautions and equipment to use when performing tasks that may result in bodily injury.

3. Monitor admission personnel to assure that they are following established regulations in the use of equipment and supplies.

4. Ensure that admission work areas are maintained in a clean and sanitary manner.

5. Ensure that all admission personnel follow established departmental policies and procedures, including appropriate dress codes.

6. Ensure that admission personnel participate in and conduct all fire safety and disaster preparedness drills in a safe and professional manner.

7. Ensure that admission personnel follow established infection control procedures when isolation precautions become necessary.

8. Ensure that department personnel follow established procedures governing the use of labels and MSDSs.

9. Report missing/illegible labels and MSDSs to the safety officer or other designated person.

10. Ensure that admission personnel performing tasks that may involve potential exposure to blood, body fluids, infectious disease, etc., attend appropriate in-service training classes prior to performing such tasks.

11. Maintain a procedure for reporting hazardous conditions or equipment.

12. Report any exposure to blood/body fluids.

Equipment and supply functions:

1. Recommend to the Director of Admissions the equipment and supply needs of the department.

2. Place orders for equipment and supplies as necessary or as may be required

3. Make periodic rounds to check equipment and to assure that necessary equipment is available and working properly.

4. Ensure admission supplies are used in an efficient manner to avoid waste.

Budget and Planning Functions:

1. Forecast needs of the department as requested.

2. Assist in preparing and planning the admission department’s budget for equipment, supplies and submit it to the Director of Admissions for review, recommendations, and approval.

3. Maintain current written records of department expenditures and assure that adequate financial records and cost reports are submitted to the Director of Admissions upon request or as necessary.

4. Make departmental adjustments in order to conform to approved budget.

Resident Rights:

1. Maintain the confidentiality of all resident care information.

2. Knock before entering a resident’s room.

3. Ensure admission personnel are knowledgeable of the resident’s rights and responsibilities, including the right of refusal.

4. Review complaints and grievances made by the resident and make a written/oral report to the Director of Admissions indicating what action(s) were taken to resolve the complaint or grievance. Follow facility’s established procedures.

5. Maintain a written record of the resident’s complaints and/or grievances that indicates the action taken to resolve the complaint and the current status of the complaint.

6. Provide residents with information concerning resident rights, living wills, etc. Explain as necessary.

7. Participate in resident/group council meetings as requested.

Miscellaneous:

1. Be prepared to handle emergencies as they come up or as directed by the Director of Admissions.

2. Work with the facility’s consultants as necessary and implement recommended changes as required.

Other Duties:

1. Other duties as assigned.

Working Conditions:

Works in office areas as well as throughout the facility. Moves intermittently during working hours. Is subject to frequent interruptions. Is involved with residents, personnel, visitors, government agencies/ personnel, etc., under all conditions and circumstances. Is subject to hostile and emotionally upset residents, family members, etc. Communicates with the medical staff, nursing staff, and other department supervisors. Works beyond normal working hours, on weekends, and in other positions temporarily, when necessary. Is subject to call-back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.). Attends and participates in continuing educational programs. Is subject to injury from falls, burns from equipment, odors, etc., throughout the workday, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants. Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses. Maintains a liaison with other department supervisors to adequately plan for social services/activities. May be subject to the handling of and exposure to hazardous chemicals.

Education Requirements:

RN preferred, must possess, as a minimum a Bachelor’s Degree or five years related experience in a similar position and responsibility.

Experience:

Must have five years experience in an admissions coordinator capacity in a hospital, skilled nursing care facility, or other related medical facility.

Specific Requirements:

Must be able to read, write, speak, and understand the English language. Must possess the ability to make independent decisions when circumstances warrant such action. Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public. Must possess leadership ability and willingness to work harmoniously with and supervise other personnel. Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level in which they are currently functioning. Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing social services. Must not pose a direct threat to the health or safety of the individuals in the workplace.

Physical and Sensory Requirements: (With or Without the aid of Mechanical Devices)

Must be able to move intermittently throughout the workday. Must be able to speak and write the English language in an understandable manner. Must be able to cope with the mental and emotional stress of the position. Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met. Must function independently and have flexibility, personal integrity, and the ability to work effectively with the residents, personnel, and support agencies. Must meet the general requirements set forth by the policies of this facility which include a medical and physical examination. Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility. Must be able to push, pull, move, and/or lift a minimum of 50 pounds to a minimum of 3.5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 3.5 feet. May be necessary to assist in the evacuation of residents during emergency situations.