Lead Admissions Coordinator

General Statement of Duties: The Lead Admissions Coordinator is responsible for overseeing the admissions department at Moody Neurorehabilitation Institute, ensuring the efficient and effective processing of patient admissions. This role involves supervising a team of Admissions Coordinators and Admissions/Patient Account Specialists, managing departmental workflows, overseeing verification of benefits, preauthorizations, and concurrent authorizations, as well as liaising with internal and external stakeholders to maintain high standards of patient care and administrative efficiency. The Lead Admissions Coordinator will uphold the mission, philosophy, purpose, and goals of the organization while maintaining strict confidentiality of all patient and personnel data.

Major Duties And Responsibilities

• Supervision and Leadership:
• Lead, mentor, and manage a team of Admissions Coordinators and Admissions/Patient Account Specialists to ensure the department operates smoothly and efficiently.
• Conduct regular performance reviews and provide ongoing training and support to the admissions team.
• Process Oversight:
• Oversee all aspects of the admissions process, including the receipt and processing of referrals, verification of benefits, screening, and obtaining medical acceptance.
• Ensure that admissions procedures are followed accurately and consistently, addressing any issues or discrepancies promptly.
• Communication and Coordination:
• Serve as the primary point of contact for complex admissions cases and high-level escalations.
• Facilitate effective communication between internal departments, patients, families, and external stakeholders regarding the admissions process, funding, and medical acceptance.
• Data Management and Reporting:
• Oversee the maintenance and accuracy of admissions data in CRM and ADT/EMR systems.
• Generate and analyze reports on admissions metrics and trends, presenting findings to senior management and making recommendations for process improvements.
• Compliance and Quality Assurance:
• Ensure that all admissions activities comply with organizational policies, CARF standards, and other accrediting bodies.
• Implement and monitor quality assurance measures to enhance the efficiency and effectiveness of the admissions process.
• Administrative Duties:
• Coordinate and participate in departmental meetings to discuss the status of admissions and authorizations and address any operational issues.
• Manage departmental resources, including staffing schedules and workload distribution, to ensure optimal performance.
• Stakeholder Engagement:
• Represent the admissions department at marketing functions, community events, and professional meetings.
• Conduct facility tours for prospective patients and their families, providing detailed information about the programs and services offered.
• Continuous Improvement:
• Identify opportunities for process enhancements and implement best practices to improve the overall efficiency and effectiveness of the admissions department.
• Stay current with industry trends and changes in healthcare regulations that may impact the admissions process.

Qualifications

Required Knowledge, Skills, And Abilities

• In-depth understanding of admissions processes and healthcare operations.
• Strong leadership and team management skills.
• Exceptional verbal and written communication skills.
• Proficiency in using CRM and ADT/EMR systems.
• Ability to organize, prioritize, and handle multiple tasks effectively.
• Demonstrated ability to make sound judgments and work under pressure.
  
  

Education

• Bachelor’s Degree in Healthcare Administration, Business Administration, or a related field preferred. Work experience accepted in lieu of degree.
  
  

Experience

• Minimum of 2 years of experience in healthcare admissions
  
  

Physical Requirements

• Ability to perform tasks that involve standing, walking, lifting, and carrying as outlined in the physical demands of the role.
• Regular attendance and punctuality are essential.
  
  

Work Environment

• Primarily office-based, with occasional exposure to clinical settings and patient interactions.
• Potential for exposure to communicable diseases and other health hazards.
  
  

Additional Requirements

• Strong analytical and problem-solving skills.
• Ability to work independently and as part of a team.
• High level of discretion and confidentiality.
  
  

This job description is intended to convey essential information for understanding the scope of the Lead Admissions Coordinator role. It is not intended to be an exhaustive list of all responsibilities and qualifications associated with the position.

Demands and Characteristics of Work, Equipment Usage and Work Environment

PERCENTAGE OF WORK TIME (1-33%)

• Twisting
• Using arm muscles frequently or for extended periods
• Using leg muscles frequently or for extended periods
• Using back muscles frequently or for extended periods
  

PERCENTAGE OF WORK TIME (34-66%)

• Standing/Walking
• Climbing (Ascending/Descending)
• Lifting/Carrying
• Pushing/Pulling
• Bending/Stooping
  

PERCENTAGE OF WORK TIME (67-100%)

• Sitting
  

LIFTING REQUIREMENTS - individuals in clinical care positions are required to lift a trainee/client without assistance. (1-33%)

• 21 - 30 Pounds
• 31 - 40 Pounds
• 41 - 50 Pounds
• 51 - Pounds or more
  

LIFTING REQUIREMENTS - individuals in clinical care positions are required to lift a trainee/client without assistance. (34-66%)

• 11 - 20 Pounds
  

LIFTING REQUIREMENTS - individuals in clinical care positions are required to lift a trainee/client without assistance. (67-100%)

• 2 - 10 Pounds
  

DOES THIS JOB REQUIRE? (1-33%)

• Working in hot, cold, wet surrounds
• Working outdoors
• Working with or near chemicals
• Working near radiation sources
• Working with hazardous waste materials
• Utilizing essential upgraded or adaptive equipment as industry standards require
• Using hand tools
• Potential for cuts and bruises
• Operating vehicle
  

DOES THIS JOB REQUIRE? (67-100%)

• Potential exposure to communicable diseases
  

EXCHANGE OF IDEAS (67-100%)

• Ability to express or exchange ideas
• Ability to understand communication of others with or without adaptive devices.
• Obtaining impressions through the eyes of the shape, size, distance, motion, color or other characteristics of objects with or without adaptive devices. The major visual functions are:
• Acuity, far - clarity of vision at 20 feet or more.
• Acuity, near - clarity of vision at 20 inches or less.
• Depth perception - three-dimensional vision. The ability to judge distance and space relationships so as to see objects where and as they actually are they actually are.
• Field of vision - the area that can be seen up and down or to the right or left while the eyes are fixed on a given point.
• Accommodation - adjustment of the lens of the eye to bring an object into sharp focus. This item is especially important when doing near-point work at varying distances from the eye.
• Color vision - the ability to identify and distinguish colors.
• Regular Attendance
• Punctuality
• Ability to do Math
• Literate