Admissions Coordinator

PURPOSE OF YOUR JOB POSITION:

The primary purpose of your job position is to obtain required information and admit residents in an efficient manner, in accordance with established policies and procedures, and as directed by your supervisor.

DELEGATION OF AUTHORITY:

As the Admissions Coordinator, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties.

ESSENTIAL JOB FUNCTIONS STATEMENT:

Every effort has been made to identify the essential functions of this position. 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 an essential function of the position.

SAFETY FACTORS:

Risk Potential to Blood/Body Fluids:

Category I: Tasks in this category involve exposure to blood, body fluids, or tissues, and require the use of personal protective equipment.

Category II: Tasks in this category involve no exposure to blood, body fluids, and/or tissues, but employment may require performing unplanned category I tasks.

Category III: these tasks require no exposure to blood, body fluids, and/or tissues, and category I tasks are not a condition of employment.

ESSENTIAL JOB FUNCTIONS & RESPONSIBILITIES

Administrative Functions

• Assist in interviewing residents/guardians and obtaining required information and signatures.
• Assist in the orientation program for residents/personnel in accordance with our established policies and procedures.
• Receive and follow work schedule/instructions from your supervisor and as outlined in our established policies and procedures.
• Admit and prepare identification records for residents in accordance with established policies and procedures.
• Maintain an accurate record of available beds; working in tandem with the clinical dept. to assure appropriate charting.
• Admit, transfer, and discharge residents in accordance with established policies and procedures.
• Assure that pre-admission screening, including PASRR, criminal background checks and sex offender registry validation is completed on all prospective admissions prior to admission
• Assure there is a payor source identified for all admissions
• Develop and maintain a good working rapport with inter-department personnel, as well as other departments within the facility.
• Obtain the resident/guardian's signature on all required permits, releases, authorizations, etc.; and appropriate witness signatures
• Attach preadmission documentation to admission papers as appropriate.
• Perform secretarial duties as necessary.
• Assure that work/assignment areas are clean and records, files, etc., are properly stored before leaving such areas on breaks, end of work day, etc.
• Assist in developing procedures to ensure records are properly completed before filing.
• Maintain a record of authorized information taken from records i.e., type information, name of recipient, date, department, etc.
• Abstract information from records as authorized/required for insurance companies, Medicare, etc.
• Notify nursing service when the resident has arrived at the facility to assure that a member of the nursing staff escorts the resident to his/her assigned room.
• Maintain various registries as directed including register for admission and discharge of residents.
• Explain to the resident, and/or guardian, room rates, billing procedures, visitors/guest privileges, restrictions, resident care procedures, etc., as appropriate.
• Notify nursing service and call for assistance, as necessary, if resident is disturbed/violent on admission or if resident shows symptoms of infectious/communicable disease.
• Refer admission problems to proper authority, i.e., office supervisor, credit manager, nursing service, etc.
• Maintain a resident waiting list in accordance with established policies and procedures.
• Keep abreast of current Medicare/Medicaid regulations governing admission/discharge requirements of health care facilities.
• Maintain daily census in the event Business Office Manager is not available
• Maintain current records of all residents admitted/ discharged by this facility in accordance with established policies and procedures.
• Perform miscellaneous duties and assist business office personnel as required/directed.
• Compete required sales calls in accordance with established policies and procedures
• Maintain detailed information re key accounts and referral/admission statistics
• Maintain an ongoing log of all sales calls details including next steps and follow up
• Maintain an ongoing referral log detailing disposition including reason and authorization for any denials.
• Other related duties and responsibilities that may become necessary to assure that the needs of the facility are met.

Staff Development

• Attend and participate in in-service educational classes and on-the-job training programs, including annual OSHA and CDC in-service training programs concerning hazard communication, TB management, and blood borne pathogens.
• Attend and participate in workshops, seminars, etc., as approved.

Committee Functions

• Serve on various committees of the facility (i.e., Infection Control, Safety, QA, etc.) and provide written/oral reports of department services and activities as required by the committee's guidelines or direction.
• Evaluate and implement recommendations from established committees (i.e., Infection Control, Safety, QA, etc.).
• Meet with personnel, on a regularly scheduled basis, and solicit advice from inter-department supervisors concerning the operation of the department, assist in identifying and correcting problem areas, and/or the improvement of services.
• Attend department head meetings, etc., as scheduled or as may be called.
• Schedule and announce departmental meeting times, dates, places, etc.

Safety and Sanitation

• Report all unsafe/hazardous conditions, defective equipment, etc., to your supervisor immediately.

Equipment and Supply Functions

• Ensure supplies have been replenished in work areas as necessary.

Resident Rights

• Maintain confidentiality of all pertinent resident care information to assure resident rights are protected. Release information in accordance with established policies.
• Knock before entering a resident's room.
• Assure that residents' rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are followed.
• Ensure resident's valuables are inventoried and deposited or a "Release from Responsibility" form is signed in accordance with established policies and procedures.
• Provide resident/family with information concerning resident funds, resident rights, advance directives, etc.

Working Conditions

• Works in office areas as well as throughout the facility.
• Moves intermittently during working hours.
• Is subject to frequent interruptions.
• Works beyond normal working hours on weekends and holidays, and on other shifts/positions when necessary 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 day, as well as to reactions from dust, disinfectants, tobacco smoke, and other air contaminants.
• Is involved with residents, family members, personnel, visitors, government agencies/personnel, etc.
• Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.
• Is involved in community/civic health matters/projects.
• Is subject to exposure to infectious waste, diseases, conditions, etc., including TB and the AIDS and Hepatitis B viruses.
• Communicates with the medical staff, nursing personnel, and other department supervisors. Maintains a liaison with the residents, their families, support personnel, etc., to assure that the residents' needs are continually met.
• May be subject to the handling of and exposure to hazardous chemicals.

Educational Requirements

• Must possess, as a minimum, a high school diploma.

Experience

• On-the-job training provided in admission procedures.

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, visitors and the general public.
• Must be calm and level-headed in emergencies.
• Must be well groomed and possess ability to work harmoniously with other personnel.
• Must possess the ability to minimize waste of supplies, misuse of equipment, etc.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing admission practices.
• Be able to follow written and oral instructions.
• Be knowledgeable in the use of micro-computers, data input and output, etc.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as must be willing to handle residents, staff, and visitors, based on whatever maturity level at which they are currently functioning.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.

Physical and Sensory Requirements

(With or Without the Aid of Mechanical Devices)

• Must be able to move intermittently throughout the work day.
• 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 the position can be fully met.
• Must function independently, have flexibility, personal integrity, and the ability to work effectively with other personnel.
• Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination.
• Must be able to operate office, business and accounting machines.
• Must be able to push, pull, move, and/or lift a minimum of twenty-five pounds.
• May be necessary to assist in the evacuation of residents during emergency situations.