Admissions Coordinator (Licensed Practical Nurse) - Rest Home

Gallatin County • Bozeman, MT

2d • Onsite

About The Position

This position is located at the Gallatin Rest Home and is responsible for coordinating and managing the resident admission process at Gallatin County Rest Home. This position combines Licensed Practical Nurse (LPN) clinical expertise with administrative, communication, and coordination responsibilities to ensure prospective residents are appropriately assessed, admissions are efficiently coordinated, and all required documentation and regulatory requirements are met. The Admissions Coordinator serves as a primary liaison among prospective residents and families, referral sources, nursing, social services, the business office, physicians, therapy, and other members of the interdisciplinary team. The position plays an important role in maintaining appropriate census levels while ensuring that each resident's clinical, financial, and service needs are identified and addressed prior to admission. This position reports to the Rest Home Administrator and does not supervise other employees.

Requirements

• Licensed Practical Nurse (LPN) license in good standing in the State of Montana.
• CPR certification, or the ability to obtain one within 6 months of employment.
• Completion of an approved course in practical nursing and licensure to practice practical nursing in the State of Montana.
• Knowledge of practical nursing principles, practices, methods, medical terminology, medications, treatments, and the physical and emotional needs of older adults and individuals with disabilities.
• Demonstrated clinical judgment consistent with the LPN scope of practice and knowledge of long-term care and resident admission processes.
• Ability to interpret, organize, and accurately document clinical information from multiple sources while maintaining thorough and reliable records.
• Strong interpersonal, communication, and customer-service skills, with the ability to establish positive, professional relationships with residents, families, referral sources, healthcare providers, and interdisciplinary team members.
• Excellent organizational skills, attention to detail, and ability to prioritize multiple responsibilities and perform effectively in a fast-paced healthcare environment.
• Ability to work independently while maintaining effective communication and collaboration with the interdisciplinary team and protecting confidential resident and family information.
• Proficient computer skills, including the ability to learn and use electronic medical records and other healthcare information systems, and willingness to serve as an on-call resource nurse as needed.
• Final candidate will be required to successfully pass a criminal and driving background check.

Nice To Haves

• Previous work experience in a geriatric setting is preferred but not required.
• Previous experience in a medical facility, nursing home, long-term care, rehabilitation, hospice, home health, or other healthcare settings.
• Experience with admissions, utilization review, insurance verification, prior authorization, or medical records.
• Experience coordinating care among interdisciplinary healthcare teams.
• Knowledge of Medicare, Medicaid, and private insurance processes.

Responsibilities

• Review referrals, medical records, and clinical information from hospitals, clinics, physicians, and other referral sources; gather relevant clinical and demographic information.
• Conduct pre-admission assessments to determine appropriateness for placement, anticipated level of care, diagnoses, medications, treatments, functional needs, and specialized care requirements.
• Collaborate with the Director of Nursing, physicians, social services, therapy, and other interdisciplinary team members to facilitate successful admissions.
• Serve as the primary point of contact for prospective residents, families, referral sources, and other individuals throughout the admission process.
• Coordinate referral and admission information among nursing, social services, medical records, business office, therapy, and other departments.
• Obtain, organize, enter, distribute, and maintain accurate referral, assessment, admission, and medical documentation through electronic, fax, and other approved methods.
• Coordinate admission dates and plans, ensuring required documentation, supplies, medically necessary equipment, treatments, and services are available prior to admission.
• Welcome and orient newly admitted residents, including assistance with room placement, call-light use, basic facility procedures, services, policies, philosophy, and resident rights.
• Provide compassionate, professional communication and support to residents and families throughout the referral and admission process.
• Coordinate with the Rest Home administration and leadership team, and other departments regarding Medicare, Medicaid, private insurance, payment sources, pre-certifications, authorizations, and GA Advantage requirements, as applicable.
• Obtain and track insurance authorizations and required documentation; coordinate updates from nursing, therapy, social services, and other departments for timely insurer submissions.
• Maintain referral logs, waiting lists, non-admission tracking reports, census information, and other records related to admissions and occupancy.
• Monitor census and admission activity, participate in occupancy meetings, and collaborate with leadership and referral sources to identify appropriate admission opportunities.
• Ensure admission processes, records, communications, and documentation are complete, accurate, timely, confidential, appropriately distributed, and compliant with applicable federal and Montana requirements and facility policies.
• Complete additional reports, administrative duties, and other responsibilities as assigned.
• Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required.
• If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

Benefits

• The position is subject to pre-employment testing, upon reasonable suspicion, on a random basis, return to duty and any follow-up testing under the policy.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree