Admissions Coordinator

Firman Solutions; Manassas (VA); On-site; USD 42,000 - 55,000; Full time

Benefits offered by this job

Competitive compensation

PTO

Retirement savings plan

Collaborative work environment

Meaningful impact on seniors

Job summary

Firman Solutions is seeking a compassionate Admissions Coordinator for our Assisted Living Facility. You will oversee the complete admissions process, serve as primary contact for residents, families, hospitals, and referral sources, and ensure a smooth transition into the community.

The role supports marketing efforts, maintains accurate resident records, and provides administrative support to nursing and leadership teams. Weekend availability is occasional.

Qualifications

• Primary admissions experience in healthcare or senior services preferred.
• Knowledge of Medicaid eligibility and healthcare terminology is a plus.
• Experience with EMR or facility management software is advantageous.

Responsibilities

• Coordinate the complete resident admission process from inquiry through move-in.
• Assist with admission documentation and required paperwork.
• Serve as primary liaison between referral sources, healthcare providers, and families.
• Verify Medicaid eligibility and financial documentation.
• Maintain admission logs, census reports, and marketing databases.
• Prepare admission packets and resident charts.
• Coordinate tours for prospective residents and families.
• Support marketing initiatives to increase referrals and occupancy.
• Participate in quality assurance activities and regulatory surveys.

Skills

Organizational skills

Communication skills

Customer service

Interpersonal skills

Multitasking

MS Office proficiency

Education

High School Diploma or GED

Bachelor's degree in Human Services, Social Work, Communications, Marketing, Healthcare Administration, or related field

Tools

Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

Department: Administration – Assisted Living Facility (ALF)

Reports To: Assisted Living Administrator

Position Summary:

• We are seeking a compassionate, organized, and detail-oriented Admissions Coordinator to oversee and coordinate the admissions process for our Assisted Living Facility (ALF).
• This role serves as the primary point of contact for prospective residents, families, hospitals, social workers, and referral sources while ensuring a smooth transition into the community.
• The admissions Coordinator also supports marketing initiatives, maintains accurate resident records, and provides administrative support to nursing and leadership teams.

Key Responsibilities:

• Coordinate and manage the complete resident admission process from inquiry through move-in.
• Assist prospective residents and families with admission documentation and required paperwork.
• Serve as the primary liaison between referral sources, healthcare providers, social workers, financial representatives, and families.
• Verify Medicaid eligibility, financial documentation, insurance information, and private-pay requirements.
• Maintain admission logs, referral records, census reports, and marketing databases.
• Enter and update resident demographic, insurance, and admission information within the facility management system.
• Prepare admission packets, resident charts, face sheets, and required medical documentation.
• Coordinate resident welcome activities and ensure rooms are prepared before admission.
• Maintain resident medical records, care plans, chart audits, and regulatory documentation.
• Update admission forms and policies to remain compliant with state and federal regulations.
• Assist with census tracking, occupancy reporting, and admissions committee meetings.
• Coordinate facility tours for prospective residents, families, hospitals, and referral partners.
• Develop and support community outreach and marketing activities to increase referrals and occupancy.
• Prepare reports, presentations, brochures, and promotional materials as needed.
• Maintain office supplies, admission materials, and administrative records.
• Assist nursing and administrative staff with clerical and receptionist duties when required.
• Coordinate resident transportation scheduling for medical appointments as needed.
• Participate in quality assurance activities, chart audits, and regulatory surveys.
• Support emergency preparedness procedures and perform additional duties assigned by leadership.

Required Qualifications:

• High School Diploma or GED required.
• Bachelor's degree in Human Services, Social Work, Communications, Marketing, Healthcare Administration, or a related field preferred.
• Experience in admissions, healthcare administration, assisted living, long-term care, or senior services preferred.
• Knowledge of Medicaid eligibility, healthcare insurance, and medical terminology.
• Strong organizational, communication, customer service, and interpersonal skills.
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with healthcare software is a plus.
• Ability to communicate effectively with residents, families, healthcare professionals, and community partners.
• Ability to manage multiple priorities while maintaining accuracy and confidentiality.
• Occasional weekend availability for admissions, tours, or marketing events.

Preferred Skills:

• Experience in assisted living, skilled nursing, or long-term care admissions.
• Knowledge of state and federal healthcare regulations.
• Experience maintaining electronic medical records (EMR).
• Marketing and community outreach experience.
• Strong presentation and relationship-building skills.
• Excellent problem-solving and time management abilities.

Physical Requirements:

• Ability to sit, stand, walk, and move throughout the facility.
• Ability to lift up to 25 pounds occasionally.
• Ability to use standard office equipment and computer systems.
• May require assisting during emergency response situations.
• Competitive compensation
• Paid Time Off (PTO)
• Retirement savings plan
• Supportive and collaborative work environment
• Opportunity to make a meaningful impact in the lives of seniors and their families