Admissions Assistant

RegalCare at Greenfield; Holyoke (MA); On-site; USD 38,000 - 46,000; Full time

Job summary

RegalCare at Greenfield is seeking an Admissions Assistant to support the admissions process in our Skilled Nursing Facility. You will coordinate new admissions, collect and verify documents, and ensure a smooth transition for residents and families.

The role requires strong organizational skills, attention to detail, and excellent communication to collaborate with nursing, social services, and finance teams. Experience in healthcare and EMR familiarity are a plus.

Qualifications

• Prior healthcare, nursing home, hospital, rehabilitation, or medical office experience preferred.
• Prior admissions or long-term-care experience preferred.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to work effectively with residents, families, referral sources, and interdisciplinary departments.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of Medicare, Medicaid/MassHealth, managed care, and insurance verification is a plus.
• Familiarity with electronic medical records is preferred.
• Must demonstrate professionalism, compassion, discretion, and respect for resident privacy.

Responsibilities

• Coordinate and process new admissions with the Admissions Department.
• Obtain, organize, and maintain required admission documentation.
• Prepare admission packets and ensure forms are completed accurately.
• Verify resident demographic, insurance, and financial information.
• Coordinate with hospitals, rehabilitation facilities, physicians, families, and referrals.
• Communicate admission information to Nursing, Social Services, Business Office, MDS, Dietary, and Therapy.
• Ensure necessary clinical and administrative information is received prior to admission.
• Schedule and coordinate admission arrivals.
• Enter and maintain resident information in EMR and other systems.
• Track pending admissions and outstanding documentation.
• Obtain required signatures and consents.
• Maintain confidentiality per HIPAA and facility policy.
• Provide a warm, professional welcome to residents and families.
• Assist Admissions Director with census tracking, referral follow-up, and other duties.
• Ensure admission documentation is complete, accurate, organized, and accessible.

Skills

Organizational skills

Time management

Attention to detail

Written & verbal communication

Interpersonal collaboration

Multitasking

Medicare/MassHealth knowledge

Electronic medical records familiarity

Professionalism & discretion

Tools

Electronic Medical Records (EMR)

Job description

We are seeking a professional, organized, and compassionate Admissions Assistant to join our Skilled Nursing Facility team. The Admissions Assistant will provide administrative support throughout the admissions process and help ensure that new residents and their families experience a smooth and welcoming transition into our facility.

Responsibilities

• Assist the Admissions Department with coordinating and processing new admissions.

• Obtain, organize, and maintain required admission documentation.

• Prepare admission packets and ensure all required forms are completed accurately.

• Assist with verifying resident demographic, insurance, and financial information.

• Coordinate with hospitals, rehabilitation facilities, physicians, families, and other referral sources regarding admissions.

• Communicate admission information to appropriate departments, including Nursing, Social Services, Business Office, MDS, Dietary, and Therapy.

• Ensure necessary clinical and administrative information is received prior to admission.

• Assist with scheduling and coordinating admission arrivals.

• Enter and maintain accurate resident information in the facility's electronic medical record and other systems.

• Track pending admissions and outstanding documentation.

• Assist with obtaining required signatures and consents.

• Maintain confidentiality of resident and family information in accordance with HIPAA and facility policies.

• Provide a warm, professional welcome to new residents and their families.

• Assist the Admissions Director with census tracking, referral follow-up, and other administrative duties.

• Ensure admission documentation is complete, accurate, organized, and readily accessible.

Accurate and organized resident records are an important component of nursing-home operations and regulatory compliance. CMS requires nursing facilities to maintain resident records that are complete, accurate, organized, accessible, and appropriately safeguarded.

Qualifications

• Previous healthcare, nursing home, hospital, rehabilitation, or medical office experience preferred.

• Previous admissions or long-term-care experience preferred

• Excellent organizational and time-management skills.

• Strong attention to detail and accuracy.

• Excellent written and verbal communication skills.

• Ability to work effectively with residents, families, referral sources, and interdisciplinary departments.

• Ability to manage multiple priorities in a fast-paced environment.

• Knowledge of Medicare, Medicaid/MassHealth, managed care, and insurance verification is a plus.

• Familiarity with electronic medical records is preferred.

• Must demonstrate professionalism, compassion, discretion, and respect for resident privacy.

What We Are Looking For

We are looking for someone who is friendly, dependable, detail-oriented, and team-focused, with the ability to keep the admissions process organized while providing excellent customer service to residents and their families.

Join our team and become an important part of helping residents and families begin their journey with us.