Admissions Coordinator; Licensed Practical Nurse; Rest

This position is located at the Gallatin Rest Home and is responsible for coordinating and managing the resident admission process at Gallatin County Rest Home. This position combines Licensed Practical Nurse (LPN) clinical expertise with administrative, communication, and coordination responsibilities to ensure prospective residents are appropriately assessed, admissions are efficiently coordinated, and all required documentation and regulatory requirements are met. The Admissions Coordinator serves as a primary liaison among prospective residents and families, referral sources, nursing, social services, the business office, physicians, therapy, and other members of the interdisciplinary team.

The position plays an important role in maintaining appropriate census levels while ensuring that each resident's clinical, financial, and service needs are identified and addressed prior to admission.

This position reports to the Rest Home Administrator and does not supervise other employees.

• Review referrals, medical records, and clinical information from hospitals, clinics, physicians, and other referral sources; gather relevant clinical and demographic information.
• Conduct pre-admission assessments to determine appropriateness for placement, anticipated level of care, diagnoses, medications, treatments, functional needs, and specialized care requirements.
• Collaborate with the Director of Nursing, physicians, social services, therapy, and other interdisciplinary team members to facilitate successful admissions.
• Serve as the primary point of contact for prospective residents, families, referral sources, and other individuals throughout the admission process.
• Coordinate referral and admission information among nursing, social services, medical records, business office, therapy, and other departments.
• Obtain, organize, enter, distribute, and maintain accurate referral, assessment, admission, and medical documentation through electronic, fax, and other approved methods.
• Coordinate admission dates and plans, ensuring required documentation, supplies, medically necessary equipment, treatments, and services are available prior to admission.
• Welcome and orient newly admitted residents, including assistance with room placement, call‑light use, basic facility procedures, services, policies, philosophy, and resident rights.
• Provide compassionate, professional communication and support to residents and families throughout the referral and admission process.
• Coordinate with the Rest Home administration and leadership team, and other departments regarding Medicare, Medicaid, private insurance, payment sources, pre-certifications, authorizations, and GA Advantage requirements, as applicable.
• Obtain and track insurance authorizations and required documentation; coordinate updates from nursing, therapy, social services, and other departments for timely insurer submissions.
• Maintain referral logs, waiting lists, non-admission tracking reports, census information, and other records related to admissions and occupancy.
• Monitor census and admission activity, participate in occupancy meetings, and collaborate with leadership and referral sources to identify appropriate admission opportunities.
• Ensure admission processes, records, communications, and documentation are complete, accurate, timely, confidential, appropriately distributed, and compliant with applicable federal and Montana requirements and facility policies.
• Complete additional reports, administrative duties, and other responsibilities as assigned.

• Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

• Knowledge of practical nursing principles, practices, methods, medical terminology, medications, treatments, and the physical and emotional needs of older adults and individuals with disabilities.
• Demonstrated clinical judgment consistent with the LPN scope of practice and knowledge of long-term care and resident admission processes.
• Ability to interpret, organize, and…