Admissions Coordinator

Cascadia EE LLC • Medford, OR

5d • Onsite

About The Position

The Admissions Coordinator builds and grows facility census and quality mix by developing the market and providing prospective residents and responsible parties with information and assistance when considering skilled nursing care. The role includes revenue-generating work such as census and mix management, internal conversions, inquiry management, external sales calls, lead-base calls to build long-term custodial census, and community education. It also includes customer service and satisfaction, public relations, administrative tasks, and other assigned duties. The coordinator maintains professional relationships with the Chief Executive Officer and other facility department heads and managers.

The position leads the admissions and bed management processes, coordinates with clinical and business office staff on prospective admissions and room selection, supports room readiness and smooth resident transitions, and maintains timely follow-up with referral sources. It also develops referral relationships, conducts community outreach and presentations, monitors customer satisfaction, and ensures admission paperwork and patient information are handled appropriately. The role requires knowledge of applicable regulations and reimbursement guidelines, regular attendance, and the ability to work flexible hours when admission responsibilities require it.

This is a full-time, day-shift position, Monday through Friday, at Table Rock Post Acute in Medford, Oregon.

Requirements

• Associate or bachelor’s degree in an appropriate field preferred; two years of equivalent sales/marketing or Admissions Coordinator experience may substitute for a degree.
• Valid driver’s license.
• Three to four years of experience in sales/marketing or a role with a strong customer-service emphasis.
• Expert ability to make sales calls and develop business relationships with referral sources.
• Expert ability to deliver persuasive presentations and speak publicly with self-confidence.
• Ability to use the telephone as a sales tool and develop business relationships from phone contacts.
• Proficiency with Windows Office programs, including Word, Excel, and PowerPoint, and ability to learn specialized applications.
• Working knowledge of healthcare reimbursement programs or ability to learn them.
• Ability to develop professional relationships and communicate effectively with residents, families, medical professionals, community opinion leaders, and colleagues.
• Ability to plan, organize, and prioritize multiple daily tasks, with strong organizational and documentation skills.
• Ability to maintain confidentiality, work independently, and remain self-motivated and goal-oriented.
• Effective oral and written communication skills.
• Ability to work flexible hours as admissions responsibilities dictate.
• Ability to maintain regular attendance and perform essential job functions with or without reasonable accommodation.
• Must meet applicable state background-check requirements and be cleared to work in the facility before contact with patients or residents.

Nice To Haves

• Six months of experience in a long-term care environment.
• Community involvement experience.
• Associate or bachelor’s degree in an appropriate field.

Responsibilities

• Participate proactively in facility stand-up meetings and communicate regularly with the CEO and department heads to address admission and clinical service issues.
• Conduct facility rounds with the CEO and relevant department heads to identify and resolve presentation issues.
• Conduct tours for prospective residents and customers.
• Ensure rooms are ready for new residents.
• Coordinate with the Social Worker on appropriate conversions from short-term rehabilitation to long-term care, and alert staff to projected room changes, admissions, discharges, and transfers.
• Lead bed management in collaboration with the CNO and Business Office Manager; make admission and room-selection recommendations and communicate decisions to relevant parties.
• Model strong customer service, establish realistic service expectations, share survey results, train staff on customer service principles, monitor satisfaction, and help develop service-improvement plans.
• Respond promptly to inquiries, manage and follow up on active and pending inquiries, and maintain current bed availability and facility-services information.
• Train backup staff to handle inquiries when the coordinator is away.
• Manage occupancy levels and work toward census and quality-mix targets at or above budget expectations.
• Conduct post-discharge follow-up with residents and/or family members.
• Develop referral-source relationships, network with customers, maintain a prioritized key-account list and referral metrics, and conduct external sales calls to healthcare and community contacts.
• Develop and implement community education events and presentations about skilled nursing, specialty programs, rehabilitation, and healthcare topics.
• Maintain working knowledge of federal and state regulations, reimbursement guidelines, industry trends, and legislative or regulatory issues; communicate relevant information to referral sources and facility staff.
• Assist with managed-care referrals and, as needed, new-employee orientation for the admissions process.
• Prepare admission packets, obtain required paperwork and signatures before admission, and communicate new residents’ special needs to staff.
• Maintain confidentiality of patient information.
• Maintain punctuality and regular attendance for assigned shifts.
• Perform other assigned duties and follow the company’s code of conduct, policies, procedures, applicable laws, and professional standards.

Benefits

• Medical, dental, and vision insurance.
• Free 24/7 access to professional counseling, legal consultations, financial planning, and childcare/eldercare referrals.
• Paid time off, sick leave, and paid holidays.
• Company-paid life insurance.
• Short- and long-term disability coverage.
• 401(k) retirement plan.
• Career advancement pathways.
• Professional development and a collaborative culture.

What This Job Offers

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