BASIC FUNCTION The Admissions Coordinator manages the facility's inquiry and admission process, provides prospective customers with facility-related information via facility tours, personal visits/assessments, conversations and follow-up, and continually develops and maintains relationships with referral sources using established selling processes.EDUCATION, QUALIFICATIONS, CREDENTIALS: Previous experience in health care community relations is preferred. Training or experience in sales and public relationsis preferred. Has a strong working knowledge of the managed care referral process.REPORTS TO: Administrator; Regional Marketing Director (for technical advice/direction/consultation.)ESSENTIAL FUNCTIONSThe employee must be able to perform each essential function effectively to be successful in this position.1. Knows bed availability at all times and demonstrates a sense of urgency regarding census/quality mix enhancement and management.2. Is responsible for meeting the census goals established, including Medicare and private pay goals, according to the facility's budget.3. Receives all inquiry calls from hospitals, families, etc. and responds to them properly and timely, providing information about facility services and admission requirements.4. Prepares admission packets and obtains signatures needed for a new resident's file.5. Responsible for inquiry follow-up including telephone contacts, personal correspondence, and on-site tours and appointments with family members. Train receptionist and send follow up post cards, D/C surveys and sign-in weekend and evening paperwork. 6. Assesses all prospective residents for admission in collaboration with the Administrator, Director of Nursing, and Business Office Manager, following established bed management principles and CarDon policies and protocols.7. Communicates the special needs of new residents to staff to assure a smooth transition at admission.8. In accordance with CarDon policy and protocols, makes the admission decision whenever possible.9. As soon as an admission decision is made, works with nursing and housekeeping on appropriate room and bed selections and alerts all other appropriate staff.10. Participates in team meetings to alert appropriate staff to projected census changes, and tours or public relations activities scheduled.11. In consultation with the Administrator, cross-trains and coordinates back-up staff to perform these functions when the Coordinator is not available, for example on weekends and evenings, or when the Coordinator is out of the facility.12. Monitors inquiry, admission, and census trends as part of sales tracking system. Completes and submits sales tracking reports to the Administrator and Regional Marketing Director as needed. Monitors both active and inactive inquiries. Develop system for ticker file, organization day and storage for records.13. Generates sufficient referral activity by making new or servicing existing relationships with medical professionals including but not limited to discharge planners, case managers, physicians, hospitals, rehab. Centers, orthopedic groups and home health agencies. Keeps these sources informed about current vacancies and facility programs and services.14. Continually monitors and evaluates referral sources' satisfaction and shares results with the facility, corporate management team, and others as appropriate to develop effective action plans as needed.15. Researches, recommends, and develops niche services to differentiate the facility from its competitors.16. Participates in the development of facility materials such as brochures, press releases, and yellow pages advertisements that describe facility services to be conducted by Marketing Team. The preceding list of essential functions is not exhaustive and may be supplemented.
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KNOWLEDGE, SKILLS, AND ABILITIESHas knowledge of reimbursement programs from payer sources and managed care referral processes. Is able to understand advertising, collateral material design/layout/production is desirable. Is a good listener and demonstrates empathy toward others. Communicates effectively, both orally and in writing, and has the ability to make presentations before small or large groups. Is able to form working relationships with multiple and varied people and organizations and can relate professionally with all levels of facility staff. Demonstrates self-confidence and creativity. Is self-motivated and goal oriented and able to work independently. Is able to define problems, collect data, establish facts, and draw valid conclusions. Has the level of personal computer skills needed to accomplish the job.SPECIAL REQUIREMENTSMust maintain regular, punctual attendance. Is able to work flexible hours, including occasional weekends and evenings, as admission activity dictates. Presents a well-groomed, confidant, and creditable professional image at all times. Has a valid Indiana operator's license.WORKING CONDITIONSThe following is a description of the work environment normally encountered. Reasonable accommodations may be available if needed. Works in a climate-controlled and well-lighted environment with a smoke-free policy. Works in an office and throughout the building daily. Works at a computer terminal but is trained in safe work practices to prevent injury. Has low risk of exposure to infections but, is trained in hand-washing practices and has access to protective equipment if needed.PHYSICAL DEMANDSThe physical demands below are typical of those that must be met by the employee to successfully perform the essential functions of the position. Reasonable accommodations may be available for the individuals with disabilities.Lifting/Carrying 1-10 lbs - Frequently 11-25 lbs - Occasionally 26-50 lbs - OccasionallyPushing/Pulling 20-50 lbs - Occasionally over 50 lbs - OccasionallyClimbing/Balancing OccasionallyStooping/Bending FrequentlyStanding/Sitting ContinuouslyWalking ContinuouslyTravel Occasionally Come be part of a GROWING Team! Join CarDon & Associates and Harbour Manor Health and Living!