Admissions Clerk

Position Summary

The Admissions Clerk is responsible for coordinating and processing all admissions to the nursing home. This role ensures that residents and families receive a welcoming, organized, and supportive experience during the admissions process. The Admissions Clerk gathers required documentation, verifies insurance, maintains accurate records, and communicates efficiently with internal departments, hospitals, and referral sources.

Key Responsibilities

Resident Admissions & Intake

• Greet prospective residents, families, and referral sources; provide information about facility services and admission requirements.
• Coordinate all aspects of the admissions process from inquiry to move-in.
• Collect, verify, and file required documentation, including medical records, identification, insurance, and consent forms.
• Ensure admission packets are complete and compliant with state and federal regulations.
• Assist families with completing forms and answer questions regarding admissions procedures.
  
  
  

Communication & Coordination

• Communicate with hospitals, physicians, case managers, and social workers regarding resident transfer and admission status.
• Notify relevant departments (Nursing, Dietary, Social Services, Billing, Rehab) of upcoming admissions.
• Maintain positive relationships with referral sources and community partners.
  
  
  

Data Entry & Documentation

• Enter admissions information into the facility’s electronic health record (EHR) or admissions software.
• Maintain accurate resident files and update census records as needed.
• Prepare and distribute daily/weekly census reports.
  
  
  

Insurance & Financial Verification

• Verify insurance eligibility, coverage, and authorization for skilled nursing services.
• Coordinate with the business office regarding private pay rates, Medicaid applications, and Medicare requirements.
• Collect and process initial financial documents when applicable.
  
  
  

Customer Service

• Provide compassionate and professional support to residents and families during the transition into long-term care.
• Resolve questions or concerns promptly, escalating issues when necessary.
  
  
  

Compliance

• Ensure all admissions activities comply with HIPAA, state licensing regulations, and federal guidelines.
• Participate in audits, surveys, and staff trainings as needed.
  
  
  

Qualifications

• High school diploma or equivalent required; associate degree preferred.
• Experience in healthcare admissions, medical office administration, or long-term care preferred.
• Strong knowledge of insurance (Medicare, Medicaid, managed care) is highly desirable.
• Excellent communication, customer service, and organizational skills.
• Proficiency with computers and healthcare software systems.
• Ability to handle sensitive information confidentially.
  
  
  

Work Environment

• Fast-paced healthcare setting with frequent interaction with residents, families, and healthcare professionals.
• May require occasional evening or weekend hours depending on admission needs.