Admissions Lead Coordinator
Admissions Lead Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
Monday- Friday 8:00 am-5:00 pm
Summary & Objective
The Lead Admission Coordinator is a key point person in managing the intake and referral process for Catholic Hospice serving as the primary liaison for all inquiries related to hospice services. This role ensures that patients and families receive timely compassionate support by accurately gathering information assessing clinical appropriateness and coordinating admissions in collaboration with the clinical team.
Essential Functions
- Serves as the primary liaison for effective communication between the admissions team Marketing field admissions staff referral sources Interdisciplinary Teams and leadership.
- Oversees the intake process by ensuring all referrals are promptly and accurately received from all sources including physicians social workers case managers patients and family members.
- Reviews and ensures appropriate completion of consent forms verifying eligibility for hospice services and coordinating with the clinical team for timely evaluations.
- Assigns and manages appointment scheduling for Admission Nurses ensuring demographic accuracy and appropriate next-of-kin documentation.
- Confirms terminal diagnosis and prognosis with referring physicians ensuring clinical appropriateness and relaying key information to the Admission RN.
- Proactively communicates with referral sources regarding appointment status physician orders timelines and any obstacles affecting timely admissions.
- Ensures timely contact with patients or families within 24 hours of referral to provide education on hospice services and begin coordination of care.
- Maintains oversight of patient documentation to ensure accuracy completeness and compliance with regulatory and organizational standards.
- Adapts teamwork schedules and assignments based on changes in referral volume patient acuity and organizational priorities.
- Collaborates with the Finance Department to ensure financial clearance and payer verification is completed prior to admission to avoid delays.
- Supervises documentation of all communication with referral sources patients and families on the prospective patients face sheet.
- Monitors and audit referral and admissions status logs to ensure real-time accuracy and data integrity.
- Ensures consent forms and admission documents are dispatched appropriately including overnight delivery to out-of-state caregivers or family members.
- Oversees timely transmission of face sheets to pharmacy for all new admissions ensuring coordination of medication needs without delay.
*Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.
Other Duties
- Serves as a resource to the admissions team by educating staff on hospice reimbursement guidelines and addressing family inquiries related to coverage and financial concerns.
- Effectively coordinates multiple projects and high-priority tasks managing competing demands and tight deadlines while ensuring the admissions process remains seamless and patient-focused.
- Handles sensitive information with discretion maintaining strict confidentiality in compliance with HIPAA and organizational standards.
- Demonstrates in-depth knowledge of Catholic Hospice policies and procedures as well as applicable State and Federal regulations and ensure adherence across the admissions team.
- Provides education and support to staff and referral sources regarding hospice services eligibility criteria and the admissions process to foster strong external partnerships.
- Audits and evaluates documentation prepared by the admissions team to ensure accuracy completeness and regulatory compliance.
- Actively supports the growth of the referral base by building positive relationships and maintaining clear consistent communication with referral sources.
- Maintains organized systems for patient files referral records and other documentation to support efficient operations and team productivity.
- Participates in leadership and operational meetings as requested by the Admissions Manager contributing insights and identifying opportunities for process improvement.
- Collaborates with Marketing Representatives to strengthen relationships with referral sources and support outreach efforts that enhance visibility and access to hospice care.
- Promotes a collaborative respectful work environment by engaging positively with the public team members and other departments.
- Maintains all required professional licenses certifications and mandatory training and support team compliance with these standards.
- Ensures personal and team adherence to all organizational policies procedures and local state and federal regulations relevant to hospice care and admissions operations.
Supervisory Responsibility
- Provides daily oversight and direction to the admissions coordination team to ensure compliance with policies procedures and timelines.
- Serves as a point of contact for escalated or complex referrals and admission issues.
- Supports onboarding and training of new admissions staff to ensure consistent understanding of workflows and expectations.
- Assists in distributing workload based on referral volume urgency and team capacity.
- Communicates updates to procedures or regulations to the admissions team as needed.
- Monitors team performance and documentation quality and report trends or concerns to the Admissions Manager.
- Fosters a collaborative and professional team environment by promoting open communication and teamwork.
- Offers feedback on management on staff development needs training opportunities and process improvement suggestions.
- Acts as a liaison between admissions staff and leadership to support efficient operations and patient-centered care.
Physical Requirements
- Must be able to lift and/or move up to 50 pounds and push/pull up to 250 pounds walk climb stair or ladders stand on feet for extended periods of time etc.
Disclaimer
The job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee. Other duties responsibilities and activities may change or be assigned at any time.
EEOC Statement
CHS provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.
This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training.
Knowledge & Experience Requirements
- High School Diploma or equivalent education or equivalent combination of education and experience.
- 2-4 years of clerical / administrative experience required.
- 2-4 years of experience with healthcare admissions process preferred. Hospice experienced strongly preferred.
- Must have knowledge of computer office/clinical software.
- Must be able to read write and understand the English language.
Required Experience:
IC
Employment Type
Full Time
