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Admissions Coordinator

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Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest. The primary purpose of the Inglis Admissions Coordinator is to define systems, processes, and procedures to continually improve the quality, service, and efficiency of admissions. This role will help enhance the admissions pipeline – finding the right individuals who would benefit from the programs and services Inglis provides – across all areas including long-term care and day programming to achieve facility census goals and annual budget projections.  The candidate will work with local community agencies to generate a positive image and encourage referral activities and will educate the general community about the services and value of Inglis by building relationships with individuals and families looking to make a move to long term care.  This role is also responsible for partnering with the DON to pre-screen potential residents for Inglis based on agreed upon criteria, admission review and the coordination of all admissions. The Admissions Coordinator is also expected to maintain and enhance new and ongoing relationships with prospective admission referral sources. Additionally, this role is responsible for confirming that all insurance benefits coverage meets standards of admission as outlined in Inglis’ policies. The candidate will plan and develop systems, processes and procedures that will generate more opportunities for the Inglis entities and will identify healthcare providers and prospective referral sources.  This role is on site only.
To be successful, He/She must be mature, service oriented, and excellent team member, and able to juggle multiple priorities with shifting agendas. It is essential that all duties be performed with the highest level of integrity and in ways that ensure compliance with regulatory agencies and supports the Inglis Standards of Excellence and LISTONE Values. 

All essential job responsibilities will be executed in accordance with Inglis Administrative policies and compliance/ethics guidelines.  This position will be results oriented to ensure targets are achieved and are consistent with Inglis Values and Standards of Excellence
  
This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.

ESSENTIAL FUNCTIONS QUALIFICATIONS & SKILLS
•    Maintains admission guidelines by partnering with the CO-Executive Directors and the DON by writing, updating, and recommending changes to admission criteria, policies, and procedures.
•    Obtains applicant information by requesting completed applications and medical information; verifying and clarifying information; interviewing residents and family members; explaining admission criteria.
•    Screens residents by comparing resident’s condition to admission criteria; evaluating and accepting or rejecting residents; referring residents and family to other programs and facilities.
•    Admits residents by completing admission and financial responsibility forms, coordinating, and arranging physical, social, emotional, and support service requirements, including transportation.
•    Initiate processes to retrieve all needed medical and financial records to qualify the client for admission.  
•    Lead facility tours when requested by the public and answer telephone inquiries to maintain acceptable census level.
•    Initiates, develops and maintains key external relationships to generate pipeline of candidates.
•    Enhances the visibility of Inglis in the community by participation in related professional organizations; represents Inglis programs externally.
•    Manages referrals; provides information and education to consumers and families as appropriate.
•    Performs telephonic and/or electronic validation of daily census for assigned programs to respective program leaders.
•    Is well versed in all current Inglis programs, the eligibility and enrollment criteria and is responsible to successfully counsel the potential candidates on their options for services within Inglis. 
•    Partners with the Director Marketing & Communications to design and develop marketing and promotional materials for the facility to generate opportunities for referrals and increase census.
•    Provide the community with information relative to Inglis, its programs, services, and practices.
•    Partners with PR & Development in supporting the Inglis brand and working to ensure that our work is widely recognized in the region and across the disability community.
•    Generate referrals for Inglis by building relationships with physicians, long term care, independent and assisted living facilities and other community resources.
•    Support business development activities and help establish strong relationships with new and existing referral sources.
•    Utilize marketing skill sets to strengthen the pay mix and census of the facility.
•    Ensures the MA process is completed accurately and submitted timely and tracks and maintains MA process activities.
•    Corresponds with DPW or other state agency on the status of pending applications.
•    Acts proactively in securing information needed to process the MA application when a family is non-responsive
•    Partner with the Co-Executive Directors of IH and Business Office Manager to coordinate the approval of the client’s documentation and suitability for admission.  
•    Conduct client tours of Inglis.
•    Prepare documentation as needed in accordance with expectations for optimal mission fulfillment, acuity, and reimbursement. 
•    Oversee the Medicaid Eligibility process and work closely with Facility Staff, Regional Staff, and Central Billing Office.
•    Serve as a Liaison between Facility Staff, Medicaid Representatives, and the State to help resolve complex Medicaid Pending cases.
•    Communicate updates to staff. 
•    Assist with identification of obstacles and help address them; recommend resources needed to achieve desired results
•    Resolves resident/family dissatisfactions by investigating concerns, recommending changes in service policies and procedures.
•    Prepares admissions reports by collecting, analyzing, and summarizing data and trends.
•    Keeps residents safe by following safety policies, procedures, and regulations.
•    Protects organization reputation by keeping information confidential.
•    Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks.
•    Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments.

PERSON CENTERED CARE
•    Champion for culture change and supportive leadership.
•    Demonstrates a real sense of inquiry and a personal willingness to learn.
•    Demonstrates the ability to take responsible actions within the parameters of the role without a constant need to be directed by others.
•    Demonstrates politeness, respectfulness and evidences the self-awareness of the effect of her/his behavior on others.
•    Demonstrates mutual respect for diversity.


PEOPLE & TEAM LEADERSHIP
•    Demonstrates Inglis people and leadership values and behaviors
•    Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines
•    Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.
•    Establishes and maintains effective relationships by gaining trust and respect.
•    Is approachable and easy to talk with; puts forth an extra effort to make people at ease; has patience and builds rapport with customers and is a good listener.
•    A team player and has the trust and support of peers.
•    Promotes collaboration within the department

TECHNOLOGY     
•    Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information
•    Encourages and supports staff on the appropriate use of computer systems and technology
•    Understands common computer terminology and fundamentals of computers
•    Network account login, Basic Windows skills
•    Parts of the Windows desktop
•    Use the mouse; move and resize windows
•    File management, Open, view and print files
•    Save files, dating, and basic version control
•    When and why to store files in Desktop (C:\ drive), OneDrive, and Shared folders
•    Utilizes core business technologies to solve business challenges 

ROLE COMPETENCIES

Enrollment Management- Demonstrates an understanding of optimum enrollment mix for organization and ensure that 
admission criteria are based on demographics such as geographic diversity, socio-economic, racial/ethnic diversity, and other 
considerations.

Collaboration- Demonstrates awareness and respect of cultural and individual values; leverages the strengths of others to 
Accomplish goals, regardless of background.

Problem Solving/Analysis- Considers multiple sides of an issue. Weighs consequences before making final 
decision. Makes informed decisions based on available information. Recognizes issues, and determines actions 
needed to advance the decision-making process. Follows up as necessary.

Referral Development Sales Skills- The ability to target and develop ongoing relationships with professional referral sources

Reporting Progress -Develop reports to help inform administration of progress toward achieving enrollment goals.

Problem Solving/Analysis- Considers multiple sides of an issue. Weighs consequences before making final 
decision. Makes informed decisions based on available information. Recognizes issues, and determines actions 
needed to advance the decision-making process. Follows up as necessary.

Tech Savvy- Understand social media and develop strategies to integrate it into your recruitment and communication 
Plan. Scans the environment for new technical skills, knowledge, or capabilities that can benefit business or 
personal performance. Readily learns and adopts new technologies. 


REQUIRED EDUCATION AND WORK EXPERIENCE
•    Required - BA/BS in Healthcare or Business Administration preferred and at least 2-4 years’ admissions experience in a healthcare setting with experience in Kronos and Microsoft suite applications. 
•    Strong work ethic, integrity and commitment to the Inglis vision and mission. Demonstrated knowledge of long term Care Admissions Principles and guidelines.  Excellent administrative, communication, interpersonal and leadership skills. 
•    Must possess excellent customer service skills, demonstrates the ability to understand, interprets and upholds Inglis policies.
•    Creates a trusting environment by following through on promises and concerns and establishing mechanisms to follow-up on commitments.
•    Excellent communication skills with ability to deal tactfully with referral sources, personnel, residents, family members, and visitors.
•    Desire to market and increase knowledge of local area markets and build community relations.
•    Familiarity with medical terminology.
•    Ability to work under pressure with flexibility to meet changing situations