Admissions Assistant/Business Office Assistant

Creekside Center • Stockton, CA

3d

About The Position

The Admissions & Business Office Assistant supports the facility’s admissions process, helps maintain positive relationships with referral sources, and works to provide a seamless experience for prospective residents and their families. The position coordinates admissions from initial referral through resident arrival, gathers and reviews clinical, demographic, insurance, and financial information, collaborates with facility teams on admission suitability, and supports census development and marketing efforts.

The role also assists the Business Office Manager with daily financial and administrative operations. Duties include insurance verification, accounts receivable and payable support, billing, collections, resident financial records, invoices, payments, deposits, reconciliations, reporting, audits, and regulatory compliance. The assistant provides customer service and administrative support, maintains confidentiality of resident and financial information, and coordinates with facility departments and external partners.

This is a full-time position with a flexible schedule. Scheduled weekend shifts are a regular and required part of the position; workdays and days off depend on facility coverage and operational needs.

Requirements

• High school diploma or equivalent.
• 1–2 years of experience in healthcare admissions, business office operations, accounts receivable, billing, or a related administrative role.
• Understanding of healthcare reimbursement programs and insurance verification processes.
• Strong customer service, communication, and organizational skills.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Proficiency in Microsoft Office and electronic recordkeeping systems.
• Ability to maintain confidentiality and professionalism when handling sensitive information.
• Compassionate approach when working with residents and families.
• General knowledge of skilled nursing or long-term care operations and applicable regulatory requirements.
• Ability and willingness to work scheduled weekends as part of the regular workweek.

Nice To Haves

• Previous experience in a skilled nursing facility or long-term care environment.
• Experience with PointClickCare (PCC).
• Familiarity with Medicare, Medi-Cal, managed care, and private-pay billing.
• Previous experience coordinating admissions and working with hospital referral sources.
• Experience with accounts receivable, collections, and financial reconciliation.
• Bilingual proficiency in English and Spanish is a plus, particularly when communicating with residents, families, and responsible parties.

Responsibilities

• Receive, review, and respond to admission inquiries from hospitals, discharge planners, referral sources, residents, and families.
• Coordinate the admissions process from initial referral through resident arrival.
• Gather and review clinical, demographic, insurance, and financial information for potential admissions.
• Collaborate with the Administrator, Director of Nursing, and interdisciplinary team regarding admission suitability.
• Communicate with hospital discharge planners, case managers, and referral partners to facilitate timely admissions.
• Conduct facility tours and explain services, admission procedures, and facility amenities.
• Assist with admission agreements, required documentation, and resident intake paperwork.
• Maintain referral records, track admissions activity, and assist with census development initiatives.
• Follow up on pending referrals and communicate with prospective residents, families, and referral partners.
• Support facility marketing and business development efforts to promote census growth and maintain referral relationships.
• Provide admissions coordination and support during scheduled weekend shifts.
• Assist the Business Office Manager with accounts receivable, accounts payable, billing, and collections.
• Verify insurance eligibility, benefits, authorization requirements, and payer information for incoming residents.
• Assist with identifying and resolving insurance or financial barriers before and after admission.
• Support Medicare, Medi-Cal, managed care, and private-pay billing processes.
• Review and maintain resident financial files, admission agreements, and payer documentation.
• Monitor outstanding accounts receivable balances and follow up on delinquent accounts.
• Communicate with residents and responsible parties about financial obligations, billing questions, and payment arrangements in accordance with company policies.
• Assist with processing invoices, payments, deposits, and other business office transactions.
• Support month-end closing procedures, financial reconciliations, and report preparation.
• Coordinate with corporate accounting, billing, reimbursement, and other departments to resolve outstanding financial matters.
• Help maintain internal controls and accurate financial records to safeguard facility assets.
• Support business office audits and regulatory compliance activities.
• Perform additional business office responsibilities as assigned by the Business Office Manager.
• Provide professional, compassionate, and responsive customer service to residents, families, referral sources, visitors, and staff.
• Maintain organized and accurate admissions and financial records.
• Respond to telephone calls, emails, and inquiries in a timely manner.
• Coordinate with nursing, social services, rehabilitation, medical records, and other departments to support admissions and resident transitions.
• Maintain confidentiality of resident and financial information in accordance with HIPAA and applicable regulations.
• Participate in facility meetings, operational initiatives, and assigned administrative projects.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED