At Stillhouse Rehabilitation & Healthcare Center, we are committed to Dignifying Long-Term Care in the Eyes of the World. We are seeking a highly organized, customer-focused, and results-driven Admissions Coordinator to lead our admissions process from referral through resident arrival.
This is a fast-paced position that combines hospital liaison support, insurance authorization expertise, clinical coordination, and operational planning to ensure every admission is seamless for our referral partners, residents, and families.
Position Summary
The Admissions Coordinator serves as the central point of coordination for all incoming referrals and admissions. This individual is responsible for managing referral workflow, obtaining insurance authorizations, coordinating interdisciplinary communication, preparing the facility for each admission, and ensuring every resident experiences a smooth transition into Stillhouse.
Success in this role requires exceptional organization, attention to detail, urgency, communication skills, and the ability to manage multiple priorities while maintaining outstanding customer service.
Essential Responsibilities Referral & Admissions Management
- Monitor referral portals (Epic, CarePort, eFax, etc.) throughout the day.
- Respond promptly to referral inquiries from hospitals, case managers, physicians, and referral partners.
- Review referrals for completeness and identify missing documentation.
- Create and distribute referral packets to the interdisciplinary team for clinical review.
- Coordinate questions between hospital partners and facility leadership.
- Track each referral through every stage of the admissions process.
- Drive referrals toward timely admission decisions while maintaining excellent communication with referral sources.
- Maintain accurate referral and admissions logs and performance metrics.
Insurance & Prior Authorization
- Verify insurance eligibility and benefits.
- Obtain all required prior authorizations and payer approvals.
- Communicate with insurance companies regarding coverage, authorization requirements, and status updates.
- Ensure all documentation required for authorization is obtained before admission.
- Collaborate with clinical staff and referral partners to prevent authorization delays.
Pre-Admission Coordination
- Coordinate all pre-admission requirements to ensure residents are admission-ready.
- Confirm acceptance and required documentation has been received.
- Coordinate room assignments and ensure room readiness prior to arrival.
- Verify necessary durable medical equipment (DME), oxygen, specialty mattresses, and other equipment are available prior to admission.
- Communicate admission details to nursing, therapy, dietary, housekeeping, maintenance, pharmacy, transportation, and other departments.
- Prepare admission packets and required paperwork.
- Ensure all departments are informed of scheduled admissions and expected arrival times.
- Coordinate transportation arrangements when necessary.
- Communicate with resident or family prior to admission.
Customer Service & Relationship Management
- Serve as a welcoming point of contact for residents and families.
- Provide exceptional customer service throughout the admission process.
- Build positive relationships with hospitals, physicians, case managers, and referral partners.
- Maintain professionalism and confidentiality in all communications.
Administrative Responsibilities
- Maintain accurate documentation within electronic systems.
- Track admission conversion rates and referral outcomes.
- Participate in marketing and relationship-building efforts as assigned.
- Complete additional duties assigned by leadership.
- Upload admission documentation to EMR
- Provide clinical updates to insurance to maintain the authorization requirements during their recovery
Qualifications Required
- High school diploma or equivalent.
- Strong organizational and time management skills.
- Excellent verbal and written communication.
- Ability to multitask in a fast-paced healthcare environment.
- Proficiency with Microsoft Office and electronic medical record systems.
Preferred
- Experience in skilled nursing, rehabilitation, hospital admissions, case management, insurance verification, or healthcare administration.
- Knowledge of Medicare, Medicaid, Managed Care, and commercial insurance authorization processes.
- Experience with PointClickCare, CarePort, NaviHealth, or similar referral management systems.
- Healthcare admissions or insurance authorization experience.
Ideal Candidate
The successful candidate is someone who:
- Thrives in a fast-paced environment.
- Has exceptional attention to detail.
- Takes ownership of problems until they are solved.
- Communicates effectively with hospitals, patients, family, and interdisciplinary teams.
- Understands the importance of urgency in admissions.
- Builds strong relationships while maintaining professionalism.
- Is passionate about helping residents transition successfully into our community.
- Fosters a culture centered around our core values
Why Join Stillhouse?
At Stillhouse Rehabilitation & Healthcare Center, every admission represents an opportunity to change someone's life. We are looking for team members who are passionate about delivering outstanding service, building trusted relationships with our referral partners, and helping our facility continue to grow while providing exceptional care.
Stillhouse Rehabilitation & Healthcare Center
Dignifying Long-Term Care in the Eyes of the World.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Paid time off
- Parental leave
- Tuition reimbursement
- Vision insurance
Work Location: In person
