Department Administration

Reports to Administrator

Reporting to this position Admissions Department Employees

Job Classification Administrative/Management

Position Purpose Leading census development and occupancy management to achieve financial goals of the facility while also maintaining compliance in accordance with local, state and federal standards and regulations, established facility policies and procedures.

Required Qualifications

 A Bachelor’s Degree from an accredited college or university is preferred.

 Must have, as a minimum, three (3) years of experience with demonstrated success in census development and occupancy management in a nursing home, or other related health care facility.

 Knowledgeable of nursing and medical practices and procedures, as well as laws, regulations and guidelines pertaining to long-term care.

Major Duties and Responsibilities

Plans, develops, organizes, implements, evaluates and directs the overall operation of the Admissions department, as well as its programs and activities, in order to develop census goals while also maintaining compliance with current state and federal laws and regulations.

Evaluates and subsequently adjusts admission practices as needed based on reaching desired occupancy.

Ensures there is an open and collaborative relationship between the business office and the admissions office, both working toward shared facility goals for occupancy and collections.

Plans, develops and implements an external and internal census sales strategy with each admissions team member to build and maintain strong relationships with referral partners/sources such as hospitals, physicians, senior centers, department of human resources, home health agencies, hospices, etc.

Develops facility collaterals in conjunction with the Administrator. Provides information to referral partners when necessary to clearly communicate the services and offerings of the facility.

Identifies opportunities with new referral partners/sources and develops sales strategies to build relationships and communicate the facility’s services and offerings.

Develops and implements a sales and admissions process that leads to the conversion of referrals to admission status.

Establishes the geographic territories for each external admissions sales team representative with scheduled outreach to potential referral partners/sources such as physicians, hospitals, home health, community-based organizations, etc.

Maintains a listing of referral partners/sources, locations, and assignments with each external admissions sales team liaison.

Monitors and evaluates the implementation of the census sales strategy with each admissions team member. Examples of monitoring include but are not limited to observations of team members during interactions with referral partners/sources and “ride-alongs” when in the field.

Maintains an accurate record of available beds at all times in the facility through the use of the facility’s daily census report, communication boards, room assignment listing, or other means as designated by the Administrator.

Ensures referrals are recorded and processed timely for a decision with appropriate follow up communication to the referring entity for a decision.

Ensures referrals are processed to include a financial evaluation of the potential resident’s payment options including but not limited to printing of the Common Working File, printing Medicaid Eligibility, and identifying the pay status with the resident/representative and Business Office prior to admitting the resident.

Knows, at all times, which payment entities require prior authorization for payment and ensures prior authorization is obtained when required.

Maintains working knowledge of the facility’s practices related to all pay status types such as other insurances, Medicare A, Medicaid, Private, Veteran’s Administration contracts, and hospital contracts, etc.

Understands and analyzes facility fiscal health through monthly meetings with the Administrator and Business Office Manager related to net revenues and outstanding A/R as specified by the Administrator.

Ensures all mental health screenings are completed prior to admission as required by federal and state regulations. Also, ensures ongoing compliance with mental health screening requirements and reporting such as categorical determinations, and any additional mental health screenings that are state specific.

Ensures the admissions staff is informed of Medicaid eligibility criteria as it relates to informing the potential resident/representative of the basic information he/she will be asked to share when meeting with the facility’s Medicaid Coordinator.

Ensures referrals are processed timely and accurately on a daily basis.

Knows at all times, the status of each referral.

Makes the decision on each referral to admit or not admit. Consults with Director of Nursing, Administrator or other department heads as indicated based on the nature of the referral and established guidelines in the facility regarding clinical capabilities of the facility as reflected in the most recent Facility Assessment.

Ensures residents are admitted, transferred and discharged from the facility software accurately on a daily basis.

Ensures resident pay status changes are accurately recorded on the facility’s internal daily census communication tool.

Ensures resident pay status is accurately recorded in the resident’s record at time of admission.

Ensures the admissions staff’s behavior is aligned with facility goals for occupancy and customer service. Will address behaviors of personnel that are incongruent with facility goals.

Ensures admission paperwork is completed and filed according to facility policy.

Informs the Administrator of obstacles or barriers to admitting residents and provides solutions to such obstacles and barriers.

Ensures pertinent information is maintained daily such as referral tracking logs, anticipated discharges, potential admissions, hospital discharges and available beds listing.

Ensures the admissions team communicates with interdisciplinary team members timely regarding room assignments for pending admissions.

Demonstrates interpersonal relationship skills by developing and maintaining trust with personnel in his/her department and by communicating clear expectations to staff.

Speaks effectively in private and public situations and may be called upon to deliver information about the facility to various media outlets.

Interprets and communicates policies and procedures for admissions staff and monitors staff practices and implementation.

Ensures the daily, weekly and monthly census reports are completed accurately.

Performs daily, weekly, and monthly census analysis reports for use by the Administrator in the facility financial planning process.

Reports at least weekly and monthly on the status of census goals to the leadership team and governing body when indicated.

Evaluates work performance of all admissions department personnel in conjunction with Human Resources and implements discipline according to facility policy.

Participates in facility assessment activities as needed, such as carrying out duties assigned as part of a performance improvement committee.

Collaborates with members of the interdisciplinary team, physicians, consultants, and community agencies to identify and resolve issues that improve the admissions process.

Leads in partnership with Human Resources the recruitment, hiring and termination of admissions personnel.

Promotes teamwork, mutual respect, and effective communication.

Successfully executes census development strategies and plans.

Participates in the facility’s plan of correction response to an inspection survey and implements any follow-up as designated by the Administrator or Director of Nursing.

Promotes safe work practices, safety rules, and accident prevention procedures to prevent employee injury and illness.

Additional Tasks

 Treats all residents with dignity and respect. Promotes and protects all residents’ rights.

 Establishes a culture of compliance by adhering to all facility policies and procedures. Complies with standards of business conduct, and state/federal regulations and guidelines.

 Follows appropriate safety and hygiene measures at all times to protect residents and themselves.

 Maintains confidentiality of protected health information, including verbal, written, and electronic communications.

 Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel. Reports any retaliation or discrimination to HR or compliance officer.

 Reports any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor and/or administrator. Protects residents from abuse, and cooperates with all investigations.

 Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.

 Participates in all life safety and emergency drills and trainings. Fulfills responsibilities as assigned during implementation or activation of the facility’s emergency plan.

 Reports work-related injuries and illnesses immediately to supervisor.

 Follows established infection control policies and procedures.

 As a condition of employment, completes all assigned training and skills competency.

Personal Skills and Traits Desired/ Physical Requirements/Working Conditions

 Reads, writes, speaks, and understands the English language.

 Ability to read, write, speak and understand the English language.

 Must be a supportive team member, contribute to and be an example of team work.

Ability to make independent decisions when circumstances warrant such action.

 Ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.

 Must have patience, tact, and willingness to deal with difficult residents, family and staff.

 Must be able to relay information concerning a resident’s condition.

 Must not pose a threat to the health and safety of other individuals in the workplace.

 Must be able to move intermittently throughout the workday.

 Meets general health requirements according to facility policy, including medical and physical exams and checking immunity status to various infectious diseases.

 Ability to work beyond normal working hours and on weekends and holidays when necessary.

Ability to assist in evacuation of residents during emergency situations.

 Ability to bend, stoop, kneel, crouch, perform overhead lifting and perform other common physical movements as needed for the position.

 May be subject to falls, burns from equipment, and/or odors throughout the day; encounter reactions from dust, tobacco smoke, disinfectants, and other air contaminants.

Subject to exposure to infectious waste, diseases and/or conditions which include AIDS, Coronavirus, Hepatitis B, and Tuberculosis.

 May be subject to hostile or emotional residents, family members, visitors or personnel.

 Communicates professionally and often with medical and nursing staff, and other departments.

 Willing to be called-back during emergency conditions.

 Works in office and throughout the facility.

Willing to work to task completion in spite of frequent interruptions.

 Works beyond normal working hours and on weekends, holidays when necessary. On call 24 hours per day, 7 days per week.