Temporary Admissions Coordinator / Central Supply

Admissions Coordinator:

Responsible for maintaining admission guidelines, marketing programs, obtaining applicant information, screening applicants, completing admissions process, and resolving resident concerns during transition to center. Responsible for developing census and quality mix by providing prospective residents and/or responsible parties, and referral sources with appropriate information and assistance to the nursing center.

Principal Responsibilities

• Maintains admissions guidelines and actively participates in writing, updating, and recommending changes to admissions criteria, policies, and procedures.

• Markets programs and facilities by preparing and providing information, answering questions, and conducting tours with prospective residents and/or responsible parties, and referral sources.

• Handles walk-in or telephone inquiries and invites referral source to nursing center; follows-up on inquiries by conducting tours of the center, facilitates after hours and weekend tours, builds after hours and weekend tour teams, completes inquiry electronic system for admissions, and providing resident’s family with brochures about nursing home, Medicare facts, and room rates; Gathers nursing information from e-discharge system, or floor nurse at hospital

. • Obtains resident information by requesting completed applications and medical information. Verifies and clarifies information by interviewing residents and family members, partnering with discharge planners/case managers explain admission criteria.

• Ensures financial verification is accurate and complete before the resident is admitted to the Facility thus assisting in reducing accounts receivable.

• Screens prospective residents by comparing resident's condition to admission criteria; evaluating and accepting or rejecting residents; referring residents and family to other programs and institutions.

• Resolves resident/family dissatisfactions by investigating concerns; recommending changes in service policies and procedures.

• Prepares admissions reports by collecting, analyzing, and summarizing data and trends.

• Conducts the admission process of signing in and explaining admission policies to residents and their families. Ensures a smooth transition is achieved and that all paperwork is complete upon admission. Emphasizes financial arrangements and responsibilities.

• Maintains necessary knowledge of served market areas, resident origin, and major referral sources.

• Assists with census development efforts by making quality contact (telephone, e-mail, other) with referral sources.

• Plans, coordinates, and executes community referral source events.

• Manages incoming inquiries, as needed, dependent on sales model (i.e. central intake)

• Uses clinical inventory to evaluate residents for admission; when necessary, visits prospective residents in the hospital and makes assessment regarding his/her suitability for admission in the nursing center, when required; Contacts Social Services Department to verify eligibility; Contacts insurance companies to determine or verify coverage; Meets in center with families upon or before admission to sign paper work, timely and accurately; Records information that identifies physician and resident, type of accommodation required, insurance coverage, and date of admission, inspects resident’s room prior to admission, active role in morning kick off meeting.

• Partners with social services on room accommodation changes; May provide families orientation to the center- list of all department heads, resident handbook, and/or interpret nursing home regulations to resident concerning visitors, visiting hours, and disposition of clothing and valuables.

• Effectively sells private transition days to current residents.

• May assist Administrator in contacting families after admission and discharge to personally determine satisfaction; Provides timely follow-up on family or guarantor complaints and problem solves with residents and/or staff.

• Other duties, responsibilities and activities may change or assigned at any time with or without notice.

Central Supply:

Responsible for ordering, distribute, and maintain supplies and equipment for continuous and timely resident care related services. Issues all supplies as requested, maintaining medical supply inventory and timely completion of appropriate data entry for issues and returns.

Principal Responsibilities

• Coordinates the ordering of all house stock and chargeable supplies with nursing and other staff.

• Takes inventory of and rotates stocked items daily and maintains monthly inventory of all nursing supplies.

• Places central supply and vendor orders on a weekly basis, to maintain adequate inventory as demonstrated by requisition order; Insures timely shipping of orders.

• Works closely with the Director of Nursing and Business Office Manager to facilitate receipt, distribution, and appropriate billing of supplies; Forwards purchase orders to Accounts Payable.

• Utilize the DSSI e-procurement system and PCC for resident charge capture if applicable.

• Prepare and submit reports as requested.

• Maintain purchase order system, assure that all purchase orders and invoices are forwarded to accounts payable for non e-procurement orders.

• Oversee the process of supply check-in at the time of delivery and verification against purchase orders; Unpacks and checks supplies upon receipt from vendors or other suppliers, and reports discrepancies in orders to Administrator.

• Maintain and deliver appropriate quantities of supplies, carts, equipment, bins, and trays within the center; maintains current inventory practices; Orders and maintains inventory of supplies and fills requests according to procedures.

• Monitor supply usage patterns.

• Direct daily and monthly physical inventory and reconciliation.

• Maintain supply and storage room in neat, orderly, and safe condition.

• Report equipment malfunctions/breakdowns.

• Recommends or assist in inventory cost reduction initiatives; Maintains budget as recorded on budget sheet; Reports over budgeting to Administrator.

• Labels, loads, records, and sterilizes items according to procedures as documented by sterilization logs; Cleans sterilizer according to operating procedures.

• Develops and maintains par levels at each nurses’ station and traces missing charges with assistance of nursing department.

• Maintains accurate records of resident payor status i.e.: Medicare, Medicaid, Skilled or Private; Maintains accurate records of resident requirements for supplies; Notifies changes in resident status i.e.: death, discharge, change in Doctor’s order.

• Other duties, responsibilities and activities may change or assigned at any time with or without notice.