Sales/Central Intake Admissions Specialist

Otterbein SeniorLife•Lebanon, OH

About The Position

The Central Intake Admissions Specialist works as part of a collaborative team to support census growth through referral management and admissions coordination. The role develops and maintains relationships with referral sources and community leadership, evaluates referrals for clinical appropriateness and financial viability, and supports timely communication, accurate documentation, and customer service throughout the admissions process. The position may require remote work as needed and travel to locations throughout Ohio. The specialist manages referrals in CRM systems, coordinates assessments and admissions workflows, obtains prior authorizations and required pre-admission documentation, and communicates with referral partners and internal teams about admission opportunities, community capabilities, bed availability, and status updates. The role also tracks and analyzes referral activity and census-related data, supports new business follow-up, and participates in meetings, training, and process improvement initiatives.

Requirements

High school diploma or GED required.
Three to five years of experience with a proven track record in central intake admissions; skilled nursing experience preferred.
Three to five years of leadership or supervisory experience.
Three to five years of experience in a skilled nursing facility required.
Knowledge of long-term care payer sources, including Medicare, Medicaid, Managed Care, and commercial insurance.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, and Teams.
Ability to self-manage, work remotely as needed, and travel to locations throughout Ohio.
Ability to establish and maintain positive working relationships with referral partners, residents, families, healthcare professionals, and internal team members.
Strong verbal, written, and interpersonal communication skills.
Demonstrated customer service skills, responsiveness, and follow-through.
Strong organizational skills and attention to detail.
Ability to prioritize multiple responsibilities and meet deadlines in a fast-paced environment.
Ability to analyze information and make sound decisions about referral and admission opportunities.
Accurate data-entry and documentation skills.
Conflict-resolution, critical-thinking, and problem-solving skills.
Flexibility and adaptability to changing priorities and organizational needs.
Ability to work independently and collaboratively as part of a team.
Ability to recognize and uphold the autonomy, dignity, and rights of elders and residents, and to communicate with care, concern, respect, and dignity.

Nice To Haves

Associate's or bachelor's degree in Healthcare Administration, Business Administration, Marketing, Nursing, Social Work, or a related field.
Experience with Electronic Medical Records (EMR) systems and Customer Relationship Management (CRM) software.
Skilled nursing experience in central intake admissions.
Experience in multi-site or central intake operations.

Responsibilities

Retrieve and respond promptly to referrals from referral platforms and referral sources.
Enter demographic, insurance, and supporting referral information into the CRM system.
Evaluate referrals for clinical appropriateness and financial viability using established criteria and processes.
Develop and maintain working relationships with referral partners, hospitals, physicians, case managers, community leadership, and internal stakeholders.
Communicate referral information and admission opportunities to the Health Care Navigator and appropriate community leadership.
Complete or coordinate patient assessments for potential admissions.
Collaborate with community leadership regarding referrals that need additional review or consideration.
Obtain prior authorizations and verify payer requirements as appropriate.
Ensure long-term care admission workflows follow organizational standards.
Obtain or complete required pre-admission documentation, including PASRR and other regulatory requirements.
Complete sex offender screenings and other required admission reviews.
Maintain waitlists and communicate admission status updates as appropriate.
Ensure referral documentation, discharge information, and supporting records are uploaded and maintained in the CRM system.
Monitor referral response times and facilitate timely communication between referral sources and communities.
Communicate community admission capabilities, bed availability, and special considerations to referral partners and internal teams.
Coordinate admission notifications and communications with appropriate departments.
Verify and update demographic and insurance information as needed.
Generate admission agreements and ensure completion within established timelines.
Complete required reports, trackers, and documentation related to admissions and referral management.
Support new business follow-up through virtual outreach and communication platforms.
Analyze referral activity, conversion trends, payer mix, and census-related data to identify opportunities for improvement.
Use CRM systems and reporting tools to monitor referral activity and support census development initiatives.
Participate in departmental meetings, training programs, and process improvement initiatives.
Perform other duties as assigned.

Benefits

Medical insurance with free virtual doctor visits.
Vision insurance.
Dental insurance.
Pet insurance.
Life insurance.
Employee Assistance Program (EAP) for personal and professional support.
401(k) retirement savings plan with company match.
Paid Time Off (PTO), accruing from day one.
Paid holidays.
Access to DailyPay to access up to 100% of earned wages daily.
Tuition reimbursement up to $5,250 per year for any field of study.
Tuition discounts through partnerships with the University of Cincinnati, University of Toledo, and Hondros College.
Employee-sponsored Crisis Fund.
Legal and identity theft protection.
Access to personal and professional development material through RightNow Media @ Work.
Partner discounts through Access Perks.