PURPOSE OF YOUR JOB POSITION
The primary purpose of your job position is to work under the direct supervision of the Director of Admissions and performing admissions secretarial and clerical/receptionist tasks.
DELEGATION OF AUTHORITY
As the Admissions Coordinator, you are delegated the authority, responsibility and accountability necessary for carrying out your assigned duties.
Every effort has been made to make your job description as complete as possible. 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 a logical assignment to the position.
A criteria-based performance evaluation will be done using components of this job description and documentation of your daily activities.
MAJOR DUTIES AND RESPONSIBILITIES
- ADMINISTRATIVE FUNCTIONS
1.1 Assist in the planning, developing, organizing, implementing, evaluating and performing admissions procedures.
1.2 Develop and maintain a good working rapport with inter-department employees, as well as other departments within the facility, to assure that admissions services and activities can be properly maintained to meet the needs of the facility.
1.3 Assist in maintaining a good public relations program that serves the best interest of the facility and community alike.
1.4 Coordinate admissions procedures with other departments as necessary.
1.5 Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the facility.
1.6 Consult with department supervisors concerning their admissions needs and other related areas, to assist in eliminating/correcting problem areas, and/or improvement of service.
1.7 Accumulate, maintain and provide statistical data as directed.
1.8 Assist in the establishment and maintenance of an adequate filing system.
1.9 Assure that adequate financial records and cost reports are submitted on a timely basis, and as may be directed.
1.10 Represent the facility at and participate in meetings as required.
1.11 Ensure admissions functions are carried out promptly for an efficient operation.
1.12 Make written and oral reports/recommendations concerning admissions procedures.
1.13 Assure that the office is maintained in a clean and safe manner and that necessary equipment and supplies are maintained to perform required duties.
1.14 Perform admissions requirements such as completing necessary forms, reports, etc., as directed.
1.15 Provide information to resident/families as necessary, or refer to appropriate department or agency.
1.16 Assist in admissions studies and projects as assigned or that may become necessary.
1.17 Schedule appointments, process mail, answer phones and emails, maintain office supplies for Administration and paperwork for DNR/Advance Directives, update Resident Directory, Emergency Resident Roll-Call and Evacuation list, initiate sympathy cards, do admissions paperwork with new Resident’s family, etc., enter Resident information in Vision, distribute paperwork to departments, take photo of new Resident upon admit, new Resident room readiness, update information in “You’ve Got Leads”, enter work orders, room signs and keep Director of Admissions advised of meetings, appointments, as necessary.
1.18 Respond to inquiries in a courteous manner.
1.19 Type and prepare confidential reports, statistical and financial data as directed.
1.20 Assist in solving admissions problems that may arise.
1.21 Proof read and correct letters, drafts, reports, etc., for grammar, punctuation, spelling, etc.
1.22 Perform various secretarial duties for other staff members as necessary.
1.23 Other related duties and responsibilities that may become necessary.
1.24 Maintain and preserve information of highly confidential work quickly and accurately.
- COMMITTEE FUNCTIONS
2.1 Serve on various committees of the facility as appointed.
- EMPLOYEE FUNCTIONS
3.1 Organize, evaluate and monitor admissions office operations
3.2 Respond to tasks in a cheerful and prudent manner being innovative and confidential.
3.3 Works with all Department Directors.
3.4 Exhibit and present elements of tact, respect and courtesy at all times.
3.5 Demonstrate kindness and a cooperative attitude in response and approach toward employees.
3.6 Communicates in writing and conversing with a command of the English language for business and government matters.
3.7 Reads with understanding, to reason with logic and using good judgement when interpreting situations.
3.8 Schedules, plans and organizes priorities and follows through to satisfactory results.
3.9 Uses ability to foresee problems which arise and anticipates the best order to carry
out the necessary steps, keeping in mind to inform the Director of Admissions, President/CEO and Administrator into a plan of action.
3.10 Speaks distinctly and pleasantly.
3.11 Functions in a crisis situation and performs and operates under environmental crisis.
- STAFF DEVELOPMENT
4.1 Attend and participate in workshops, seminars, in-services etc., to keep abreast of current changes in administrative procedures.
- RESIDENT RIGHTS
5.1 Ensure that resident's rights to fair and equitable treatment, self-determination, individuality, privacy, property and civil rights, including the right to wage complaints, are well established and maintained at all times within the administrative guidelines.
5.2 Maintain CONFIDENTIALITY of all pertinent resident care information to assure resident rights are protected.
Works in office area as well as throughout the facility and its premises.
Sits, stands, bends, lifts and moves intermittently during working hours.
Is subject to frequent interruptions.
Is involved with Residents, employees, visitors, government agencies/employees, etc., under all conditions and circumstances.
Is subject to hostile and emotionally upset Residents, family members, employees, visitors, etc.
Works beyond normal working hours, on weekends and holidays, and on other shifts when necessary.
Is subject to frustrations in keeping up with admissions requirements.
Attends and participates in continuing education programs.
Communicates with the medical staff, nursing employees and other department supervisors.
Is subject to falls, infectious diseases, odors, etc., throughout the day.
Must be able to work the required hours for the position.
Must be able to adhere to all policies of Saint Simeon's.
Must possess a High School Diploma with work experience in healthcare admissions office or college preferred.
Must have, as a minimum, two (2) years’ experience in healthcare admissions capacity.
Must have knowledge of insurance procedures, contracts, etc., covering admissions transactions.
Must have working knowledge of Microsoft Office, Word, Excel, data entry, office machines and equipment.
Must be able to read, speak and write the English language in an understandable way.
Must possess the ability to make independent decisions when circumstances warrant such action.
Must possess the ability to deal tactfully with employees, Residents, family members, visitors, government agencies/employees, and the general public.
Must be a minimum of twenty-one (21) years of age and good moral character.
Knowledgeable of laws, regulations and guidelines pertaining to hospital, Independent Living, Assisted Living and Long-Term Care admissions procedures.
Must possess the ability to work harmoniously with employees.
Must possess the ability to plan, organize, develop, implement, and interpret the programs, goals, objective, policies and procedures, etc. that are necessary for providing sound operation.
Maintain the care and use of supplies, equipment, etc., and the appearance of the Admissions Office by regular inspections and appropriate follow-up actions.
Must have patience, tact, a cheerful disposition and enthusiasm, as well as be willing to work with Residents and staff, based on whatever maturity level at which they are currently functioning.
Must possess the ability to seek out new methods and principles and be willing to bring them to the attention of the Director of Admissions and into existing admissions practices.
PHYSICAL AND SENSORY REQUIREMENTS
(With or Without the Aid of Mechanical Devices)
Must be able to move intermittently throughout the work day.
Must be able to cope with the mental and emotional stress of the position.
Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met.
Must function independently and have flexibility, personal integrity, and the ability to work effectively with Residents, employees, and support agencies.
Must be in good general health and demonstrate emotional stability.
Must be able to relate to and work with the ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility.
Must be able to lift, push, bend, pull, and move a minimum of fifty (50) pounds.
Must be able to assist in the evacuation of Residents.