Job Summary: The Admissions Coordinator is responsible for transitioning new residents to the community and completing all legal documents at the time of entry. This includes public relations, professional interaction with fraternal organizations, applicants who ae entering the community, their families and legal representatives, the creation and maintenance of residents’ files and includes all life care contracts and other documents pertaining to entry.
Essential Functions:
- Facilitate the admission of new clients through communication with referral sources, screening of admission criteria, entry of information into MatrixCare, and communication with multidisciplinary.
- Prepare and assemble all forms needed for admission packages. Process all admission documentation, contracts and obtain required signatures.
- Receives the applications and starts the process of entering the applicant’s information in the computer system and starts a file on the new applicant.
- Gathering and verifying applicant’s information, verifying insurance benefits and completing necessary process.
- Admissions and finance perform a review of the application documentation. Work with claimants, family, care manager or POA to resolve documents required to approve for waitlist.
- Maintain personal contact, correspondence, and telephone follow-up with prospective residents, family, power of attorney or care manager.
- Tracks the status of the applicant(s) - monitors the health and financial status through the waitlist.
- Coordinates the resident’s move with the resident(s) or family, or power of attorney. Coordinates with the moving company to schedule dates and provide contact information and apartment floor plan.
- Functions as Notary Public and maintains commission in accordance with rules and regulations of the State of California.
- Sends admission surveys to new residents, 4 weeks after entry.
- Assures compliance with the Joint Commission standards. Demonstrate knowledge of HIPAA Privacy Regulations by appropriately handling resident information.
- Admissions are required to provide static data and information on: Board, Dashboard and Census Resident reports.
- Overseas, and maintain apartment tracking, inspecting rooms for new resident move in. Working with Social Services liaison on new and internal moves and inventory of welcome baskets for new residents.
- Manage general correspondence, including written and electronic mail, using good judgment about the tone and content of communications. Maintain complete files for correspondence, electronic mail, and other documents properly in paper and digital.
- Conduct Qamp;As with families and prospective residents regarding the process and transition to the community and respond to their questions. Show the requestor the available apartment, if applicable, provide the floor plan.
- Organize and maintain departmental and project files, records and other critical documents, assuring ready access for responsible staff.
- Coordinates the assessment visit with the potential resident or family member and with key staff at the Home as part of the assessment process. Work with the assessment team (i.e. Social Services, RCFE Manager, and Financial Assets Coordinator).
- Complete the Entry Summary Report for each applicant after the initial assessment has been completed by all staff involved in the assessment.
- Submits summary report to the ED, Controller and CEO of the Home for final approval.
- Remains current on regulations governing admissions requirements of health care facilities and must have a working knowledge of the legal aspects of documents being processed.
- Refers admissions concerns to the Executive Director.
- Acts as staff liaison and support to resident run Welcoming Committee. Arranges and attends meetings. Provide updated material to new members of the committee. Collaborate with the President to coordinate members to support new residents moving in.
- Regular attendance and punctuality is an essential function of the job.
- Comply with all security, safety and health standards in the workplace.
- Ability to successfully collaborate with management and administrative staff at Union City and Covina campuses, Acacia Creek and liaison as necessary.
- Must be friendly and be able to listen to people's needs and concerns and explain complicated concepts in a clear and concise way.
- Facilitate effective collaboration on critical projects; effective communication between MHC departments and offices, as well as with residents to foster positive, collegial rapport.
- Update Lodge listings for Admissions and Front Desk. Contact the lodges to inform them when a member/sponsor moves to our community.
- Understands and is a participant of the Masonic Home Way st