Admissions Coordinator

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

Benefits offered by this job

Competitive compensation

Paid Time Off (PTO)

Retirement savings plan

Supportive work environment

Meaningful impact on seniors' lives

Job summary

Firman Solutions is seeking a compassionate Admissions Coordinator for our Assisted Living Facility (ALF) in Manassas, VA. You will oversee the end-to-end admissions process, coordinate with families, hospitals, and referral sources, and maintain accurate resident records.

The role supports marketing activities, ensures compliance with Medicaid and regulatory requirements, and provides administrative support to nursing and leadership teams. Weekend availability may be required.

Qualifications

• Must have High School Diploma or GED.
• Bachelor’s degree preferred in a related field.
• Experience in admissions, healthcare administration, or senior services is preferred.
• Knowledge of Medicaid eligibility and healthcare insurance is a plus.
• Strong organization, communication, and interpersonal skills.

Responsibilities

• Coordinate and manage the complete resident admission process from inquiry through move-in.
• Assist with admission documentation and required paperwork for prospective residents and families.
• Serve as 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, census reports, records, and marketing databases.
• Prepare admission packets, resident charts, and required medical documentation.
• Coordinate tours and community outreach to increase referrals and occupancy.
• Assist nursing and admin staff with clerical duties as needed.

Skills

Organizational skills

Communication skills

Customer service

Interpersonal skills

Time management

Attention to detail

Discretion/confidentiality

Multitasking

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

Healthcare software

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