Director of Admissions

DIRECTOR OF ADMISSIONS & MARKETING Reports To: Administrator FLSA Status: Salaried/Exempt POSITION SUMMARY The Director of Admissions and Marketing will lead, develop, and execute the healthcare center’s sales and marketing efforts to facilitate the center’s quality mix referral development and census growth. This position is responsible for the overall execution of the center’s development, coordination, and implementation of the facility’s admissions, sales, and marketing strategies and plans. The position has a dotted line of responsibility to the Regional Director of Census Development, and reports to the Center Administrator. Essential responsibilities of this position include, (1) securing target volume of quality mix and total census admissions (volume matrix) each week/month to assure the center achieves and/or exceeds budgeted monthly total occupancy, M2, and Med A goals. (2) Leading the center’s external sales and marketing efforts to achieve referral development, quality mix admissions, and census growth for both quality mix and total census. (3) Implementation and maintenance of all of the center’s daily census information both timely and accurately with PCC and Census Pro systems. (4) Execution of the preadmission review process accurately and completely. (5) Quality implementation of the company’s admissions, marketing, and operational policies (including scope of service) and procedures. ESSENTIAL DUTIES & WINNING PRACTICES INTERNAL RESPONSIBILITIES Manages the center’s daily census numbers including admissions, discharges, bed holds, etc. Maintains accurate information in the center’s PointClickCare system including the center’s CRM, dashboard, assigned patient information, and document manager. Maintains the center’s Census Pro system including AM/PM census, all dashboards, referral management, bed occupancy, and room changes. Participates in all assigned Department Head meetings. Responsible for hiring and training of all internal Admissions Department employees; minimizes the duration of openings. JOB DESCRIPTION: Director of Admissions & Marketing 2 of 5 REVISED 12/2022 Supervises, directs, and manages all Admissions Department employees holding them accountable to policies, procedures and to the professional standard set forth by the center’s Administrator and the Corporate Census Team. Ensures consistent execution of the Pre-Admission Review Process including expedited review in 15- minutes or less for Skilled Referrals and the total census initiative process. Ensures verification of primary payor including Medicare A via Dorado or Census Pro, Medicare C via Pre-Authorization, and Managed Care via Pre-Authorization. Verifies incoming admissions fit the scope of service provided by the center. Communicates any needs or challenges to the Administrator necessary Department Head. Ensure the center is tour-ready by 8:30am each business day. Responsible for the development of the center’s tour route/tour plan and completes all necessary training and education for the center’s tour team. The tour plan includes the tour route, key stops including the Gym, Recovery Map, Staged Room, and any center specific stops, and introductions to key staff at the center. Completes all assigned portions of the center’s Outcome Process including completion of consent forms (ADM-161), coordination or taking of photos, production of graduation certificates, final outcomes, etc. Completes, or ensures completion of, all admissions paperwork including pre-admissions review, center admission alert, necessary hospital admissions paperwork secured and given to all necessary department heads, admission contracts, re-admission agreements, bed hold agreements, etc. Completes all assigned corporate census reports in a timely manner including daily updates, account management tool, pre-planned sales call log, marketing action plans, admissions/inquiry tracker, total census initiative report, etc. Completes other duties as assigned or as necessary for the successful operation of the center. EXTERNAL RESPONSIBILITIES Responsible for increasing the center’s referrals (Quality Mix & Total Census) from assigned primary and secondary referral sources including hospitals, home health, LTACH, IPR, other SNFs, etc. Responsible for increasing the center’s admission/inquiry ratio (closing ratio) at primary and secondary referral sources. Responsible for the education of referral sources on center’s bed availability and admissions processes. Communicates any barriers or challenges that occur within the referral process whether internal or external problems. Pre-plans sales calls with specific, well-established subject and goal documented. Conducts pre-planned sales calls to the center’s major referral sources including hospital’s case management, key physicians, therapy departments, hospital networks, hospital ACOs, etc. And Quality Mix practices including orthopedics (doctors, mid-levels, practice managers), Neuro/stroke and cardiac care centers, trauma and ortho trauma centers, respiratory care centers, etc. Completes at least 10 pre-planned sales calls per week with specific objective, subject that is relative to target, business focused, and either closes the business or continues to next step. JOB DESCRIPTION: Director of Admissions & Marketing 3 of 5 REVISED 12/2022 Completes a minimum of 3 major marketing events per quarter that are hospital based and have synergies with the Account Management Tool, pre-planned sales calls, and the center’s overall census plans and goals. Coordinates with center Administrator and Regional Director to ensure MME is executed purposefully and efficiently. CHARACTERISTICS TO BE SUCCESSFUL Patient centric. Embraces competition and accepts accountability; enjoys being measured against peers and competitors. Doesn’t just want to do well, wants to be better than everyone else. Great teammate. Active listener. Selling not servicing. To sell, the DoAM must identify the needs of the customer and match that with our products and solutions. They listen to the customer’s constraints and find a solution always. Establishes emotional connection and has the ability to find deeper connection with the customers and our products and services. Customers make emotional decisions and enhanced storytelling of our outcomes enahnce this connection. Fully understands our products/processes and is a subject matter expert on Lifeworks Rehab and every aspect of our company’s goal to Care Beyond Compare. Excellent people skills; demonstrates the ability to communicate and be personally invested in their customers and patients. Service to others; is humble and understands their role in providing access to the industry’s premier rehab product for patients in need of post-acute care. Asks excellent questions to establish needs-based selling; demonstrates ability to ask great questions that allow them to truly uncover the customer’s WHY and help them to make the most informed decision about their post-acute care. Exhibits emotional intelligence and can manage the ups and downs of working in healthcare-based sales. Remains in the moment to help patients and families deal with navigating their post-acute care needs. Has a commitment to growth and shows commitment to meeting goals and budgets. Wants to consistently improve their skills in all areas of the sales process. Never accepts adequate. Exhibits energy, drive, and confidence; has an inner belief that no matter what happens on a particular action, they will achieve the desired outcomes. Exudes optimism. Relatable, knowledgeable, adaptable; has consultative sales approach, identifies needs, matches the correct solution, and puts the patient in the best position to be successful. Demonstrates resiliency and problem-solving skills; can manage the challenges of working in a healthcare environment. Whether internal or external challenges they find a path to success that makes the patients and the center successful. JOB DESCRIPTION: Director of Admissions & Marketing 4 of 5 REVISED 12/2022 SUBJECT MATTER EXPERT Care Beyond Compare; understands our company’s patient centric approach to being the premier post-acute care option in the Mid-Atlantic. Lifeworks Rehab; understands and markets the recovery map, outcomes, and world class gyms with state-of-the-art equipment. Expert in our Messaging; Ability to differentiate our centers and effectively use sales collateral including brochures, outcomes, recovery map, and wow stories. Referral Management; Has solid knowledge of pipeline that is accurate and current, A/I ratio and A/I tracker. Territory Management; Uses Account Management Tool, 80/20 rule, high medium low, achieve target reach and frequency goals, identifies and advocates versus indifferent targets, develop strategies to build advocates. Bed Management; Maintains Census Pro to reflect current bed occupancy. Coordinates with other departments on room changes, infection control, and housekeeping to maximize bed availability. Total Census Initiative; Develops separate account management tool for total census targets, goes beyond the hospital to develop these referrals. Follows fill up and switch out philosophy, utilized waiting list, and achieve 95% total occupancy goals. Effective Reporting; maintains accurate daily reports, pre-planned sales call log, account management tool, admissions/inquiry tracker, TCI reports, PCC reports, and Census Pro. PREREQUISITES, SKILLS, & ABILITIES Associate degree in related field or equivalent experience required; Bachelor's degree preferred. Completion of company’s Admissions Management & Data Entry Systems certifications. Previous experience should demonstrate public speaking, marketing, customer service attitude, innovative work ethic, persuasive capabilities, and organizational skills. 2 – 4 years of proven and documented outside sales experience; preferably in the healthcare or related industry. Strong interpersonal skills and ability to communicate effectively. Strong organizational and analytical skills. Strong written and verbal communication skills. Ability to work independently with limited supervision. PHYSICAL DEMANDS LIGHT MEDIUM HEAVY EXTENSIV