Administrative Admissions Assistant

Job Title:

Business Office Assistant / Central Admissions Assistant

Department:
Business Office and Central Admissions

Home Base:
Cura of Monticello

Reports To:

Dual reporting structure (see below)

FLSA Status:
Hourly, Non-Exempt

• Business Office functions report to the Facility Administrator, Cura of Monticello.
• Central Admissions functions report to the Regional Director of Operations and are performed in coordination with the Central Admissions Coordinator/Nurse.

Provides administrative support to the Business Office at Cura of Monticello and supports company-wide Central Admissions operations. Assists with billing, accounts receivable, resident financial records, office procedures (staffing), and related clerical work under the direction of the Administrator and Business Office leadership. Supports the Central Admissions Coordinator/Nurse by reviewing referrals in a timely manner across Cura facilities and by assisting with review of external referrals at the Monticello home base.

Provides additional support to Social Services with paperwork and documentation as assigned. This is a support role and does not carry the independent accounting, payroll ownership, cost-report, or supervisory responsibilities of the Business Office Manager.

Vulnerable Adult Mandated Reporter: A mandated vulnerable adult reporter of maltreatment, neglect, or abuse of vulnerable residents/tenants. Required to report any alleged maltreatment, neglect, or abuse to the supervisor and appropriate state agencies.

Include the following. Other duties may be assigned.

• Supports the Business Office Manager and Administrator with day-to-day office operations, filing, correspondence, and resident financial records.
• Assists with insurance verification, benefit checks, and gathering payer information needed for admission and billing.
• Supports private-pay statements, resident trust/petty cash documentation, and related receipts as assigned (does not independently manage bank accounts or issue checks unless specifically authorized).
• Assists with gathering documentation for Medicaid pending cases, Medical Assistance applications, and other payer paperwork.
• Helps maintain employee and resident files in accordance with facility policy and confidentiality requirements; performs reference/background check paperwork as directed.
• Supports payroll and benefits processes by collecting timesheets, verifying documentation, and routing information to the Business Office Manager; does not own bi-weekly payroll completion.
• Answers phones, greets visitors, routes calls, and provides general information about facility operations or the appropriate contact.
• Prepares correspondence, office forms, reports, notices, lists, and related material.
• Assists with inventory of office supplies and maintaining organized shared files (paper and electronic).
• Backs up other office positions as needed and attends clerical or department meetings as scheduled.
• Abides by and supports compliance with facility policies, procedures, and accepted record-keeping practices.
• Follows instructions willingly; meets deadlines; demonstrates organizational loyalty and honesty; is punctual and dependable.

• Supports the Central Admissions Coordinator/Nurse with timely review of referrals across Cura facilities.
• Monitors incoming referral sources and helps ensure referrals are reviewed, logged, and routed without delay.
• Assists with reviewing external referrals at the home base, Cura of Monticello, including gathering clinical and financial information needed for an admission decision.
• Communicates with referring hospitals, agencies, families, and facility admissions contacts to obtain missing information.
• Helps track referral status, bed availability information as provided by facilities, and follow-up needed to convert appropriate referrals.
• Assists with admission packets, pre-admission paperwork, insurance/authorization documentation, and handoff to the receiving facility.
• Maintains organized referral logs and supports census/admissions reporting as directed by the Regional Director of Operations or Central Admissions Coordinator.
• Protects resident and referral confidentiality in all communications.

• Assists Social Services with paperwork, resident/family…