Admissions Coordinator

The Admissions Coordinator is responsible for coordinating and communicating administrative aspects of all patient admissions from initial referral intake through admission process. This position works closely with primary liaisons of referral sources, patients, families, physicians, facilities, and interdisciplinary teams to ensure timely, accurate, and compliant admissions while delivering exceptional customer service.

Job Functions:

Referral and Intake Coordination

Receive and process all referrals from hospitals, physicians, nursing facilities, home health agencies, families, and other referral sources.

Review referrals for completeness and accuracy, obtaining all medical records, physician documentation, financial\insurance information necessary to determine eligibility for hospice services.

Maintain accurate referral documentation in electronic medical record systems and confidentiality of patient information in accordance with HIPAA regulations.

Admissions Coordination

Coordinate all informational visits and hospice admission visits with staff accordingly, scheduling admissions based on patient needs, staff availability, and organizational priorities.

Coordinate transfers between hospitals, skilled nursing facilities, assisted living facilities, home care, and inpatient hospice units ensuring all admission paperwork is completed accurately adhering to all compliance, regulations and guidelines.

Obtain all required documentation to include insurance, benefits, coordinating required Face-to-Face encounters and all other eligibility requirements prior to admission.

Work closely with nursing teams, social work, billing, medical records, durable medical equipment, and leadership teams to facilitate seamless patient admissions.

Maintain timely referral processing from receipt through admission or non-admission for follow-up as necessary

Compliance and Documentation

Ensure timely receipt of all admission information according to agency policies in reviewing documents to include and not limited to: Certificate of Terminal Illness (CTI), Notice of Election (NOE), Consent for Hospice Services, Physician certifications, and required admission consents.

Maintain complete and accurate patient records to ensure all admission documentation complies with federal, state, Medicare, Medicaid, and accreditation standards.

Communication and Team Collaboration

Provide courteous, compassionate, and professional customer service always while serving as point of contact for patients, families, referral sources, physicians, hospital, and facility throughout the admission process.

Work closely with nursing, social work, billing, medical records, durable medical equipment, pharmacy, and leadership teams to facilitate seamless patient admissions.

Communicate admission status and updates to clinical staff and leadership as needed; complete appropriate referral follow-up regarding patient status, referrals pending, declined, or not admitted documenting accordingly in EMR (electronic medical record).

Participate in departmental meetings and training as assigned and assist with process improvement initiatives related to admissions and intake.

Quality Assurance, Technology and Information Systems

Monitor accuracy and completeness of intake and admission documentation to ensure compliance and quality assurance standards utilizing electronic medical records and hospital referral software efficiently.

Ensure timely and accurate data entry into all required systems.

Participate in departmental meetings and training as assigned.

Assist with process improvement initiatives related to admissions and intake.

Qualifications

Education:

- High School Diploma or GED required.

- Associate degree or healthcare-related advanced education preferred.

Experience:

- Minimum one (1) year experience in hospice, home health, medical office, or patient admissions preferred.

- Experience with any healthcare referral management and medical records review a plus.

Skills:

- Proficiency in Microsoft Office and Windows-based applications and software systems.

- Ability to utilize electronic medical record (EMR) systems and hospital referral portals.

- Excellent customer service, relationship-building, organizational, prioritization, and time management skills.

- Strong written and verbal communication skills with the ability to work independently while collaborating effectively with interdisciplinary teams.

Knowledge of hospice regulations, admission requirements, adhering to all compliance processes

Other Requirements :

- Maintain confidentiality of patient information in accordance with HIPAA regulations.

- Demonstrate professionalism, integrity, compassion, and respect in all interactions with a positive attitude and commitment to the organization's mission and values.

- May maintain installation and use of the company's approved communication application on a personal cellular device.

- Support and uphold the organization's mission, values, and standards of care.