Admissions Coordinator-Long Term Care

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Job Title:
Admissions Coordinator Department:
Admissions

Reports to:
Administrator Revision Date: 02/18/2026

Status:
Non-Exempt

Job Summary:

The Admissions Coordinator is responsible for managing the intake and admissions process to ensure timely, appropriate, and compliant placement of residents into the facility. This role serves as the primary liaison between hospitals, referral sources, residents and families, payers, and internal interdisciplinary teams. The Admissions Coordinator supports census development by coordinating referrals, verifying insurance coverage, facilitating tours, and ensuring a smooth transition into the facility while supporting PDPM-appropriate admissions, payer mix targets, and budgeted census goals.

Duties/Responsibilities:

• Manage and coordinate the full intake process from referral through admission, including weekend and after-hours referrals as assigned.
• Receive and review referrals from hospitals, case managers, and community partners; gather and organize clinical and financial information for admission review.
• Serve as liaison between hospitals, families, referral sources, and facility departments to ensure clear communication and smooth transitions.
• Conduct facility tours for prospective residents and families, explaining services, programs, and admission requirements.
• Verify insurance eligibility and benefits; obtain, track, and document managed care and Medicare Advantage prior authorizations, including ongoing communication with payers.
• Collaborate with nursing leadership and the MDS/PDPM team to evaluate referrals for clinical appropriateness and PDPM reimbursement alignment, including identifying key clinical drivers and potential NTA/SLP considerations.
• Ensure pre-admission information is accurately entered into Matrix/Sigma Care (or current EHR) and that required documentation is available to support billing and compliance.
• Coordinate pre-admission documentation, physician orders, and transfer logistics to facilitate efficient admissions.
• Maintain accurate referral and admission tracking logs, census reports, and payer information within Matrix/Sigma Care and/or supplemental tracking tools.
• Monitor daily census, bed availability, and projected admissions/discharges; proactively work to achieve budgeted census targets and payer mix goals established in the facility budget.
• Participate in daily census, clinical review, and morning meetings to communicate referral pipeline, authorization status, and expected admissions.
• Partner with business office and leadership to ensure financial viability of admissions and alignment with reimbursement strategies.
• Build and maintain positive relationships with hospitals, discharge planners, ACOs, and community referral sources to support referral growth.
• Follow federal, state (New York State), and facility policies related to admissions, resident rights, confidentiality, and documentation.
• Other duties as assigned.

Required Skills/Abilities:

• Professional communication and customer service
• PDPM awareness and reimbursement sensitivity
• Managed care authorization and payer communication
• Attention to detail and documentation accuracy
• Problem-solving and critical thinking
• Time management and prioritization
• Team collaboration and interdisciplinary coordination
• Confidentiality and HIPAA compliance

• Referral response time and referral-to-admission conversion rate
• Timeliness and accuracy of insurance verification and managed care authorizations
• Average time from referral receipt to admission
• Achievement of budgeted daily census and occupancy goals
• Performance against payer mix targets identified in the annual operating budget
• Accuracy of admission documentation and PDPM-related communication with the MDS team
• Family and referral…