Admissions Director - ALIYA in the Heights

Primary responsibility is to ensure that every referral is processed and reviewed in a timely manner and that every admission is accomplished by providing a smooth transition from the hospital, community, or other setting. Serve as the communication conduit between and among departments on every referral and every admission. Assist in positioning the skilled nursing location as a leader in short-term rehabilitation and long-term care with the goal of contributing to build and grow census and quality resident mix. Reports to the facility Administrator. Accountable to the corresponding Administrator and Corporate Director of Admissions.

Essential Job Functions

Every effort has been made to make your job description as complete as possible. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is a logical assignment to the position.

Staff Satisfaction

1) Pre-admission notification to staff of what resident requires and when they will be arriving.

2) Speak with staff while doing rounds to see how you can help them with the admission process.

3) Provide staff with information concerning anticipated admissions, discharges, and re-admissions.

Customer Satisfaction

1) Ensure tours are completed by individuals who are trained by the Admissions Director. Conduct tours as well.

2) Ensure all standard supplies needed to care for resident are requested and in place prior to admission (O2 signs, isolation signs, equipment).

3) Ensure environmental room preparedness.

4) Ensure residents are placed in rooms with roommates that are of similar age, background, and alertness where possible.

1) Greet all admissions at the door upon arrival.

2) Orient resident and family to the facility upon admission.

3) Ensure that belongings are unpacked, marked, and stored properly the day of admission.

4) Ensure nurse and C.N.A on duty at the time of admission meet and greet resident within 30 minutes of admission.

5) Follow up with resident and family within 24 hours to determine satisfaction with admission process and to address any concerns they might have. Complete Step 1 of the Four-Touch Process.

6) Assist with room changes where possible per resident and family request.

Communication

1) Respond to referring sources within 30 minutes with a decision; ask for additional referrals to review for possible placement. Follow the approved Referral Review Process.

2) Complete inquiry sheet for all phone/tour inquiries. Follow-up with the inquirer within 24 hours. Keep inquiry sheets in the Inquiry Binder (create an Inquiry Binder with Monthly Tabs and keep in the Admissions Office.)

3) Complete Referral review Checklist and attach it to all incoming referral packets. Route all new referrals to appropriate departments for review (DON/ADON/Nursing/Administrator for clinical review; Bookkeeping/Administrator for financial review)

4) If a referral is denied, ensure the Referral was approved for denial by leadership. Reason for denial must be clarified in detail in the CRM.

5) Upon acceptance, complete and distribute Admission Notice to all necessary parties.

6) Email overall census number and Medicare/managed care number to ALIYA Corporate office daily.

7) Email Daily Census Report no later than 10am and again before 5pm to administrator, marketing team and leadership.

8) Update room roster daily to show available beds and paid bed-holds (if applicable). Provide Corporate Director of Admissions a copy of room roster daily.

9) Participate in facility morning meeting.

10) Participate in the Daily Huddle meeting.

11) Participate in the weekly Medicare meeting.

12) Report to QA monthly meetings regarding admissions and referrals per QA process.

13) Complete weekly census report and send to Corporate Director of Admissions.

14) Participate in census calls when they’re established.

Compliance, Education & Training

1) Daily room rounds to ensure all empty beds are set-up and ready for potential admissions by 10:00 AM.

2) Prepare admission packet prior to admission clinical staff to have.

3) Meet with resident, POA or guardian to sign admission agreement upon admission. If unable to do upon admission must be completed within 72 hours. This is to be done by the Admission Director, Admission Coordinator or Concierge.

4) Ensure name band is placed on resident and name plate is updated on resident room sign upon admission.

5) Inform family of all insurance cards needed – if all are not received upon admission, notify business office so they may obtain any missing insurance cards. This is to be done by the Admission Director, Admission Coordinator or Concierge.

6) Follow the facility Admission Process (see attached).

7) Confirm date of an OBRA screen (date/agency/contact info) on all admissions at the time admission is accepted.

8) Confirm PASRR is completed by hospital. If not, it is the responsibility of the Admission Director to create and complete it.  Afterwards it is their responsibility to upload to PCC.

9) Verify Primary and Secondary Payer source.

10) If Medicare - verify number of days available (HIQA and prior SNF) and that patient had a 3-midnight qualifying inpatient stay.

11) If PA / Pending – notify business office if an application was started and where.

12) Verify Payment status on all new admissions

13) Enter all face sheet information in PCC. Any information not obtained should be referred to social service and business office manager for follow up.

14) Train a follow manager- regarding ALL admission functions as backup for Admissions Director.

15) Participate in the orientation process.

16) Educate for all designated team members on providing facility tours.

17) Phone etiquette education to staff upon orientation and as needed.

18) Attend facility education as required by protocol.

Marketing

1) Responsible for ensuring all tours are provided by the admissions director and or an individual who has been trained to provide tours. No tour should be left waiting.

2) Responsible for completing on site on potential patients in the hospital in the absence of the hospital liaison.

3) Must always use proper phone etiquette.

4) Write success stories for all positive discharges and provide them to the Corporate Director of Admissions  for review and publishing.

5) Serve as referral management back up for hospital liaison when designated by administrator or leadership.

6) Ensure facility has enough stock of brochures, cards, admission folders, admission packets, and marketing supplies. Quantities will be set with Corporate Director of Admission’s guidance and approval.

5) Ensure admissions office is “tour ready”, neat, organized, and presentable.

6) Participate in quarterly marketing meeting.

7) Sign up or host a quarterly community event for your facility-admission and marketing team to participate in.

Qualifications

1) Experience in health care and/or human service, marketing, census development and the admission process.

2) Strong verbal and written communication skills.

3) Ability to work well in a team setting. Positive and enthusiastic approach to tasks.

5) Participation in professional organizations and workshops.

6) Appropriate, neat, and professional grooming, manners and conduct.

7) Proficient in Microsoft Word/Excel/Publisher/teams and email.