Admissions Coordinator

Primary Purpose of this Position

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

Duties and Responsibilities

Administrative Functions

• Respond to requests for medical record information by insurance companies, Medicare, Medicaid, Veterans Administration (VA) or healthcare providers as authorized and in accordance with Health Insurance Portability and Accountability Act (HIPAA)privacy and security requirements.
• Open electronic health record (EHR)for newly admitted resident.
• Close EHR for discharged or transferred residents.
• Ensure medical records are properly completed, assembled, coded, signed, indexed, etc., before filing.
• Assist in interviewing residents/guardians/sponsors and obtaining required admission information and signatures.
• Attach preadmission documentation to admission papers for accuracy and completion.
• Collaborate with internal and external sources to solve admission problems as needed in accordance with facility policies.
• Collect, assemble and review admission documentation for accuracy and completion.
• Coordinate the pre-admission screening and approval process in accordance with facility policies and established best practices.
• Forward completed medical records to the health information/medical records department as appropriate.
• Keep abreast of current Medicare/Medicaid regulations governing admission/discharge requirements of health care facilities.
• Maintain a current resident census; provide the census report to the Director of Nursing, Administrator and government personnel as necessary and in accordance with privacy rules.
• Maintain a resident waiting list in accordance with established facility policies and procedures and as required by state/federal regulatory requirements.
• Maintain an accurate record of available beds.

Duties and Responsibilities

• Maintain various registries including registries for admissions and discharges of residents as directed.
• Notify nursing services 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.
• Obtain the resident/guardian’s signature on all required permits, releases, authorizations, etc.
• Obtain the resident’s assigned room number; place on all necessary admission papers.
• Perform miscellaneous duties and assist business office personnel as required/directed.
• Perform clerical duties as necessary.
• Provide residents with admission information packet (e.g., Resident Rights, Notice of Privacy Practices, admissions contract, etc.); review as necessary.
• Review/explain to the resident and/or representative room rates, billing procedures, visitors/guest privileges, restrictions, resident care procedures, etc., as appropriate.
• Utilize facility translation resources for any resident with limited English proficiency (LEP) and ensure that admission paperwork is provided in the native language of the individual.

Resident Rights Functions

• Distribute the facility policies on resident trust, interest bearing accounts, frequency of resident trust statement and the allocation of the interest for the reporting period as required by state/federal regulations.
• Complete personal property inventories for each resident; place copies of inventory in the resident’s financial folder, medical record and provide a copy to the resident and/or responsible party.

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.
Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).
• Attends and participates in continuing education 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 directors.
• 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.

Education

Must possess, as a minimum, an associate degree or equivalent experience in a healthcare facility.

Experience

• Must be proficient in word processing, email and spreadsheet applications (e.g., Microsoft Office).
• 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 levelheaded 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 computers, data input/retrieval/output functions, 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 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 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 25 pounds to a minimum height of 5 feet and be able to push, pull, move and/or carry such weight a minimum distance of 50 feet.
• May be necessary to assist in the evacuation of residents during emergency situations.

Job Position Analysis Information

(1) Risk Exposure to Blood/Body Fluids Column:

A check mark entered into this column indicates the risk potential of your exposure to blood or body fluids. Established procedures identify the appropriate personal protective equipment (PPE) that you should use when performing this task.

(2) Essential Functions Column:

A check mark entered into this column indicates that you may be required to perform this task.

(3) Safety Factors Column:

RM = Repetitive Motion:

A “RM” in this column indicates that it will be necessary for you to perform some functions of thistask repeatedly. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used.

WL = Minimum Weight Lifting Requirement:

A “WL” in this column indicates that it will benecessary for you to perform functions of this task that require some lifting, moving, pushing or pulling. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task. Minimumweight lifting requirements that you must perform are located in the “Physical and Sensory Requirements” section of this job description.

SB = Prolonged Sitting, Standing and Bending:

A “SB” in this column indicates that some functions of this task require you to sit, stand or bend for an extended period of time. When such tasks are not performed properly injury can result. Established procedures identify the precautions and/or equipment that should be used when performing this task.