Job Details

The Director of Admissions is responsible for managing the facility's census by developing and maintaining positive relationships with hospitals, physician groups, community organizations and insurers that generate patient admissions. This position is also responsible for all admission department activities including the pre-admission, admission, and follow up processes.

Essential Functions and Responsibilities

• Marketing and Business Development
• Act as liaison between the facility and the outside community.  Initiates marketing activities and other functions to promote the facility
• Identify, solicit, and maintain relationships with referral sources including discharge planners, social workers, hospitals, LTACs, physicians, insurers, case management companies, senior centers, assisted living facilities, other nursing facilities and health care agencies
• Develops strategies to maximize admissions of residents requiring care.  Has daily contact with potential referral sources including hospitals, physicians, insurers, case management companies and health care agencies
• Work with local community agencies to generate a positive image and encourage word of mouth referral activities
• Identify, solicit and maintain relationships with referral sources
• Actively participate in appropriate facility approved marketing activities, community events, sponsorship and hospital functions as needed to improve and/or maintain positive relationships
• Create and execute facility sales and marketing plans and strategies
• Communicate utilizing creative methods to all potential referral sources through presentations, tours, cold calls and community events
• Manage database of leads for follow-up on tours, leads and other open inquiries
• Lead sales and census development meetings with key personnel in the facility
• Admissions Process
• Receives resident referrals via fax, phone call, or internet and disseminates the information to decision makers
• Aggressively follow up on referrals for timely decisions (organizational goal is no more than 15 minutes to reach a decision) related to resident admission
• Conducts facility tours for potential residents and families; ensures that information is available for others that conduct tours
• Conduct admission screening of potential patients using the required tools; determine level of care, services required, equipment needs and insurance coverage as indicated
• Authorize acceptance of patients and coordinate admissions with appropriate staff
• Coordinates the assignment of attending Physician
• Ensures level of care approval obtained and or OBRA screen (PASSAR, MI/MR) when indicated
• Obtains prior approval number from payer on a per case basis when authorized
• Follows denial process for all clinical and financial denials
• Provides admission information to the nursing staff prior to and at the time of admissions
• Helps coordinate with clinical staff services needed by the resident prior to admission( i.e. respiratory equipment, specialized bed etc.)
• Coordinates weekend/holiday admissions to ensure that admissions occur 24 hours a day/7 days a week
• Ensures Receipt of all necessary documentation from referring institution
• Ensures that all admission paperwork is completed prior to or at the time of admissions; obtain the resident/guardian's signature on all required permits, releases, authorizations, et.
• Provides admission file to the business office within 24 hours of admission (72 hours if weekend admission)
• Completes admission contract within 24 hours of admission (72 hours if a weekend admission)
• Coordinates room assignment in designation with Nursing Department
• Budgets and Reports
• Achieve facility census goals and annual budget projections
• Ensures timely delivery of daily census reports and monthly month-end reports to Administrator and corporate staff
• Documents and tracks pre-admission referral activity on the Daily Census Log daily
• Tracks and communicates with administrator, unplanned hospital discharges to ensure readmission of residents
• Updates computerized census system daily; maintains an accurate record of available beds
• Maintains resident roster, waiting list and inquiry list as specified per state regulations including receipts
• Other General Responsibilities
• Exhibits courtesy, compassion and respect to patients, families, visitors, physicians, administrators and co-workers
• Maintain knowledge of current regulations governing Medicare/Medicaid and private insurance company reimbursement
• Access continuing education opportunities appropriate to responsibilities
• Promotes optimal communication among program staff members, facility staff, referral sources, physicians and patients
• Demonstrates flexibility in adjusting to change, patient needs and customer expectations; meets company standards relating to deadlines and attendance
• Establishes and maintains exemplary standards for department appearance and staff presentment; ensures compliance with company and facility policies and procedures
• Participates in quality improvement activities, which reduce cost and increase efficiency through improved systems and processes
• Attends and participates in departmental/facility meetings as required