Admissions Coordinator

Care Initiatives•Waterloo, IA

About The Position

NorthCrest Specialty Care, a 94-bed long-term care skilled nursing community in Waterloo, Iowa, is hiring an Admissions Coordinator to support its admissions team. The role drives census growth and payer mix optimization by developing relationships with referral sources, managing the admissions pipeline from referral through arrival, and providing residents and families with a positive intake experience. It combines outside sales, account management, and admissions operations to support timely, clinically appropriate placements and high satisfaction.

Requirements

Two or more years of experience in post-acute admissions, healthcare sales, case management, or discharge planning.
Proficiency with CRM or referral management systems and Microsoft 365, including Outlook, Excel, and Teams.

Nice To Haves

Associate or bachelor's degree in healthcare, business, marketing, social work, or a related field, or equivalent experience.
Long-term care experience.
Healthcare experience is helpful but not required.

Responsibilities

Develop and execute weekly market coverage of hospitals, other skilled nursing facilities as appropriate, assisted living communities, home health and hospice providers, physician practices, and care managers.
Maintain account plans for priority referral sources, identify decision makers and typical clinical needs and barriers, and set SMART goals for each account.
Present clinical capabilities, bed availability, and admission criteria; conduct in-service education and case reviews with discharge planners.
Manage the CRM or referral log by recording activities, tracking stages, updating probabilities, and reporting pipeline metrics weekly.
Partner with central intake to verify insurance and benefits and expedite authorizations for Medicare Advantage and commercial plans.
Analyze conversion rates, time-to-admit, and payer mix, and adjust outreach and messaging to meet monthly and quarterly targets.
Triage new referrals, ensure clinical files are complete, coordinate assessments with nursing and therapy, and confirm room readiness.
Obtain orders and required signatures and collaborate with central intake to expedite transportation.
Guide residents and families through benefits, paperwork, expectations, and financial discussions in coordination with the business office.
Facilitate interdisciplinary handoffs so nursing, therapy, dietary, social services, and housekeeping are aligned before a resident arrives.
Work with the DON, MDS, DOR, BOM, RDBD, Director of Market Strategy, and SSC to balance clinical appropriateness with payer objectives.
Maintain compliance with federal and state admissions regulations, HIPAA privacy requirements, and anti-steering and anti-kickback standards.
Participate in performance huddles and contribute QAPI data on admission barriers, readmissions, and customer feedback.