Patient Care Coordinator (Admissions)

Position Summary

The Patient Care Coordinator serves as a key member of the Admissions team, responsible for managing the referral-to-admission process for a skilled nursing facility. This position acts as a liaison between referral sources, patients, families, hospitals, physicians, and facility departments to ensure timely admissions, exceptional customer service, regulatory compliance, and census growth.

The ideal candidate is highly organized, customer-service driven, detail-oriented, and able to effectively manage multiple priorities in a fast-paced healthcare environment.

Essential Duties and Responsibilities

Referral Management

• Receive, review, and respond to referral inquiries in a timely manner.

• Communicate with hospitals, case managers, discharge planners, physicians, and other referral sources regarding admission status.

• Evaluate referral information for completeness and appropriateness.

• Coordinate clinical and financial review processes.

• Maintain referral tracking systems and ensure accurate documentation.

• Meet established response time expectations for all referrals.

Admissions Coordination

• Facilitate a smooth and efficient admission process from referral through arrival.

• Coordinate transportation and admission logistics as needed.

• Verify insurance coverage and eligibility.

• Submit and monitor prior authorization requests.

• Communicate admission updates to facility leadership and interdisciplinary team members.

• Ensure all required documentation is obtained prior to admission whenever possible.

Family & Resident Relations

• Meet with prospective residents and family members.

• Conduct facility tours for prospective residents, families, and referral partners.

• Explain services, programs, insurance benefits, and admission requirements.

• Provide excellent customer service throughout the admission experience.

• Conduct admission follow-up visits to ensure resident and family satisfaction.

• Address concerns and coordinate service recovery when needed.

Compliance & Documentation

• Complete all admission paperwork accurately and timely.

• Ensure regulatory compliance with Medicare, Medicaid, managed care, and facility requirements.

• Maintain accurate resident records and admission files.

• Obtain required signatures and authorizations.

• Protect resident privacy and confidentiality in accordance with HIPAA regulations.

• Ensure all documentation meets state, federal, and company standards.

Relationship Development

• Maintain positive working relationships with referral sources.

• Participate in facility marketing and outreach activities as assigned.

• Serve as a professional ambassador of the facility.

• Assist with community engagement and customer service initiatives.

Performance Expectations

Referral Management

• Respond to referrals within established company response time standards.

• Maintain accurate referral tracking and follow-up documentation.

• Demonstrate urgency in securing admissions opportunities.

• Effectively communicate referral status and barriers.

Admissions Performance

• Meet admission conversion goals established by facility leadership.

• Effectively manage authorization requests and admission timelines.

• Minimize delays in the admission process.

• Ensure all admissions are coordinated efficiently and professionally.

Customer Service

• Deliver exceptional service to residents, families, and referral partners.

• Maintain positive resident and family satisfaction feedback.

• Conduct timely follow-up visits on all new admissions.

• Demonstrate professionalism and compassion in all interactions.

Compliance & Accuracy

• Maintain complete and accurate admission records.

• Achieve 100% completion of required admission documentation.

• Ensure compliance with HIPAA, Medicare, Medicaid, and facility policies.

• Demonstrate strong attention to detail with minimal documentation errors.

Teamwork & Communication

• Communicate effectively with nursing, therapy, business office, and leadership teams.

• Participate in admissions meetings and census discussions.

• Maintain a positive, solution-oriented approach.