Admissions Director

Purpose of Your Job Position

Job Functions

• Every effort has been made to identify the essential functions of this position. 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 an essential function of the position.

DUTIES AND RESPONSIBILITIES

• General Responsibilities
• Completes all assigned tasks in a timely manner as instructed by supervisor.
• Adheres to work schedules in completing and performing assigned tasks.
• Cooperates with department personnel, as well as other facility personnel to ensure that services can be adequately maintained to meet the needs of residents.
• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as calm environment throughout Solaris HealthCare.
• Treats residents, residents’ family members, visitors and fellow employees with courtesy, respect and dignity.
• Meets with Supervisor on a regular basis to assist in identifying and correcting problem areas and/or improving services.
• Notifies facility when late arrival to or absence from work according to established center policy.
• Adheres to established employee policies.
• Adheres to established dress code (business attire) .
• Meets acceptable center attendance requirements.

Residents Rights

• Ensures that all care is provided in privacy.
• Alerts residents before entering residents’ rooms.
• Reports all grievances and complaints made by residents to supervisor.
• Reports all allegations of resident abuse and/or misappropriation of resident property.

Care Transition Process

• Contacts every referral and family to share information about services, answer any questions, issues or concerns. Invites families to tour and meet the team.
• Coordinates with Care Transition Coordinator to ensure a smooth transfer from hospital/ SNF or home to Solaris.
• Assists in obtaining all necessary prescriptions, 3008 & PASRR prior to patient’s discharge from hospital.
• When patient’s needs cannot be met, makes alternate recommendations in the community.
• Ensures each resident is clinically & financially approved.
• Enters in or works with Admission Coordinator to enter demographic data into Matrix prior to admission.
• Maintains a thorough knowledge of the center’s products and services, acuity capabilities and physician relations.
• Takes active role in Morning Meeting. Shares prospective admission information, any issues that will need to be addressed by the team.
• Evaluates center physical environment through weekly rounds and discusses any issues with Administrator
• Maintains an educated understanding of all payer sources and their impact on revenue.
• Meets regularly with nursing to discuss clinical service levels.
• Ensures consistent and effective process for coordination of admissions and bed management with appropriate departments and staff.
• Maintains a working knowledge of the admission criteria of the acute rehabilitation hospitals, assisted living centers, home health and hospice in order to assist residents and families to make informed decisions.
• Reviews the PASRR for accuracy and makes any corrections in KEPRO portal
• Work with CTC & Admission Coordinator to meet 15 minute response time expectation for electronic referral systems such as Allscripts, NaviHealth & Ensocare
• Proficient in Matrix, MVP, FDLE, all payer verification systems, Entrypoint, KEPRO, and all electronic referral systems used by the facility.
• Financial disclosure form is completed on long term admissions to ensure Medicaid eligibility.
• Oversees the admission process and paperwork is completed appropriately and within 48 hours of admission.
• Consistently employs Solaris Customer Relations techniques in all encounters, leading to an appropriate customer commitment
  • Preplans all calls
  • Completes the “Investigate” Step
  • Determines customer’s needs
  • PROPOSES Action plan
  • Handles Objections
  • Obtains commitment
  • Conducts post call planning and follow up
• Primary responsibility is to develop relationships with a growing base of referral sources, leading to a consistent flow of quality referrals to the center. Main contact may be at the facility or via telephone. Effectively networks with current and past customers to solicit referrals
• Customer relations meeting quota is met each month.
• Maintains awareness of admitting and attending physician’s opinions and challenges.
• Actively seeks out and identifies new referral sources.
• Maintains a current prioritized account list
• Attends after hours networking events with Care Transition Coordinator partner.

Budgeted Census

• Quality Mix (Private, Medicare, Insurance) at/above budget.
• Total occupancy at/above budget

Customer Relations Process

• Maintains up to date customer profiles on existing referral sources
• Captures and follows up on seminar leads
• Effectively uses data systems to manage referral source information.
• In conjunction with CTC, schedules and leads effective presentations to educate the community. Minimum 2 events per month
• Actively manages long and short term inquiries to establish relationships resulting in quality admissions.
• Reviews discharges for possible re admission and actively manages high potential prospects Discharges reviewed for financial eligibility and likelihood for re admission.
• Appropriate prospects documented and
• managed as inquiries and documented with key follow up information
• Effectively uses resources to build relationships resulting in gaining prospective customers and gaining commitment to admission.
• Effectively uses telephone as a communication tool to gain admissions
• Effectively uses collateral material.
• Effectively uses in home/hospital assessments as a tool for referral
• Effectively presents benefits based on
• understanding customer’s situation and needs
• Uses appropriate empathy in interaction with customers

Community Relations and Analysis

• Contributes articles to center newsletter and ensures that newsletters and trade journal articles are sent to referral sources by forwarding names of referral sources to newsletter editor.
• Plans, coordinates, and reviews special center events such as VIP open houses, where the community is invited to attend.
• Effectively manages data systems to manage referrals source sales
• Maintains a working knowledge of local market trends and competition.
• Completes Environmental Analysis at least annually. Updates competitor pricing as needed.
• Visits competition at least annually or as needed.
• Demonstrates awareness and communicates key competitive changes (e.g., new products, beds, prices).
• Contributes to completion of Admission monthly report and data analysis.
• Effectively coordinates center customer relations team.
• Manages department budget within budget.
• Proactively identifies cluster opportunities (if applicable).
• Effectively implements and supports cluster market events.
• Utilizes Solaris Ordering Made Easy for advertising needs & branded supplies
• Works with in house Marketing Department and Center Administrator in developing center brochures, advertisements, and media campaigns; Works with CTC on developing social media presence
• Customer Satisfaction Responsibilities
• Models customer service principals throughout the center and promotes appreciation of our customers’ needs with every employee
• Knows, understands and models Solaris HealthCare’s mission and service principals
• Communicates customer objectives and expectations to center department heads and team
• Role models superior customer service
• Establishes realistic expectations for service levels with families, residents and referral sources

Administrative Responsibilities

• Manages the creation of all admission packets and collateral.
• Reports observations concerning structural, equipment and furniture defects and malfunctioning to appropriate personnel.
• Coordinates work of department with work of other departments.
• Attends and participates in staff meetings, departmental head meetings, and other center meetings and serves on required committees.
• Assists in developing and updating departmental procedures and policies.
• Reports observations concerning structural, equipment, and furniture defects and malfunctioning to appropriate personnel.
• Maintains confidentiality of necessary information.
• Utilizes supplies and equipment properly and without waste.
• Thinks and acts calmly and logically to meet unusual occurrences of the job without being thrown off stride.
• Performs any miscellaneous work assignments as may be required.

Staff Development

• Participates timely in in service training classes that
• provide instructions on “how to do the job”.
• Attends and participates in continuing educational programs designed to keep you abreast of changes in your profession, as well as to maintain your license on a current status.
• Participates in annual Solaris HealthCare in service training programs as scheduled (e.g., OSHA, TB, HIPAA, Abuse Prevention, Safety, Infection Control, etc.).
• Attends and participates in Doing What’s Right classes.
• Facilitates Admission Team performance through training, monitoring and rewarding
• Works closely with Administrator to maintain a fully staffed team
• Assesses team performance of handling inquiries, tours and documentation
• Hold a minimum of monthly Admission team meetings.
• Audits admission paperwork completed in Entrypoint for timeliness and accuracy.

Safety and Sanitation

• Reports all accidents and incidents observed on shift.
• Identifies emergency situations and responds appropriately.
• Follows established policies concerning exposure to blood/body fluids.
• Observes safety needs of residents as indicated in care plan.
• Participates in restraint reduction program.
• Washes hands before and after performing any service for residents.
• Follows established safety policies and procedures.
• Keeps floors dry and reports spills immediately.
• Keeps excess supplies and equipment off floor and stores in designated areas.
• Reports all hazardous conditions and equipment to supervisor immediately.
• Reports all safety violations.
• Follows facility specific smoking regulations and reports all violations.
• Reports any suspected conditions that may be communicable or infectious to the immediate supervisor.
• Follows established infection control precautions and procedures.
• Wears and/or uses safety equipment and supplies when indicated.
• Uses only equipment trained to use.
• Demonstrates job specific knowledge of fire and disaster preparedness during drills or actual situations.
• Operates all equipment in safe manner.

Education

• Bachelor’s degree preferred. Considerable experience in a comparable position will be considered in lieu of degree.

Experience

• 2 years sales experience, preferred in health care services, products or pharmaceuticals.

Specific Requirements

• Must be able to read, write, speak, and understand the English language.
• Must possess the ability to make independent decisions when circumstances warrant such action.
• Must demonstrate the knowledge and skills necessary to provide care appropriate to the age related needs of the residents served. Must be a supportive team member, contribute to and be an example of team work and team concept.
• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel and the general public.
• Must possess leadership ability and willingness to work harmoniously with and supervise other personnel.
• Must have patience, tact, cheerful disposition and enthusiasm, as well as be willing to handle residents based on whatever maturity level in which they are currently functioning.
• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing activities. Must be able to relate information concerning a resident’s condition.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.
• Local travel engaging in outside sales calls, including periodic overnight travel, as needed or as directed by Administrator is required.