Admissions Coordinator

Vantage Care Management; Oaklands (MA); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) Retirement Plan

Sick Time

Vacation Time

Holiday Pay

Job summary

Vantage Care Management is seeking a dedicated Admissions Coordinator to join our healthcare team. The role focuses on managing the admissions process, supporting residents and families, and coordinating with clinical, financial, and administrative teams.

The ideal candidate communicates clearly, stays highly organized, and ensures a smooth transition for new arrivals by maintaining bed availability data, completing required documentation in PCC, and coordinating with unit managers and

Qualifications

• Excellent verbal and written communication; ability to communicate professionally with families, referral sources, and internal teams.
• Strong organizational and time-management skills.
• High attention to detail and accuracy in documentation.
• Ability to work collaboratively with clinical and administrative leadership.
• Proficiency in Microsoft Office, especially Excel.

Responsibilities

• Email daily bed availability updates to the facility team and referral liaisons.
• Attend the morning meeting to review admissions, discharges, and bed moves with the leadership team.
• Bring updated face sheets for all previous-day admissions to Unit Managers during the morning meeting.
• Conduct unit rounds to ensure empty rooms/beds are cleaned, made, and presentable for new admissions or tours.
• Follow up on discharges using the 30-day discharge tracker; initial follow-up within 48 hours and again on day 20.
• Confirm that all required admission documentation from the previous day has been uploaded into PCC.
• Ensure equipment rentals from recent discharges have been scheduled for pickup and communicated to tracking.
• Manage and support the full admissions workflow, including uploading clinical and financial documentation into PCC.
• Verify that all contact information in PCC is accurate and complete.
• Notify the internal team that a bed has been offered and assign a bed on the bedboard.
• Ensure PASRR is completed and received before admission.
• Complete Sign-Ins within 48-72 hours of each admission and update the Sign-In Spreadsheet.
• Upload all completed Sign-In documents into PCC.
• Ensure Tour Packets are accurate and tour-ready (brochure, application, room rates, beauty services, activities calendar, menu).

Skills

Communication skills

Organizational skills

Time management

Team collaboration

Attention to detail

Tools

PCC (PointClickCare)

Microsoft Office

Excel

Job description

Admissions Coordinator

Overview:

We are seeking a dedicated and detail-oriented Admissions Coordinator to join our healthcare team. The Admissions Coordinator plays a key role in managing the admissions process, supporting residents and families, and ensuring our facility is prepared for every arrival. This position requires strong communication skills, excellent organization, and the ability to coordinate efficiently with clinical, financial, and administrative teams.

Responsibilities of the Admissions Coordinator

• Email daily bed availability updates to the facility team and referral liaisons.
• Attend the morning meeting to review admissions, discharges, and bed moves with the leadership team.
• Bring updated face sheets for all previous-day admissions to Unit Managers during the morning meeting.
• Conduct unit rounds to ensure empty rooms/beds are cleaned, made, and presentable for new admissions or facility tours.
• Follow up on discharges using the 30-day discharge tracker - initial follow-up within 48 hours and again on day 20.
• Confirm that all required admission documentation from the previous day has been uploaded into PCC.
• Ensure equipment rentals from recent discharges have been scheduled for pickup, and communicate updates to Sheldon Werner for tracking.

Referral & Admission Coordination

As the Admissions Coordinator, you will manage and support the full admissions workflow, including:

• Ensuring all clinical and financial documentation is uploaded into PCC once a bed is accepted.
  • Confirming any required equipment or services (e.g., tube feeds, oxygen).
• Verifying that all contact information in PCC is accurate and complete.
• Notifying the internal team that a bed has been offered and assigning a bed on the bedboard.
• Ensuring the PASRR is completed and received before the resident is admitted.
• Completing Sign-Ins within 48-72 hours of each admission and updating the Excel Sign-In Spreadsheet.
  • Sign-Ins are mandatory (e.g., MSP forms are federally required).
  • Maintaining accurate documentation, as the state may request packets for review.
  • Tracking all sign-ins using the Sign-In Log for auditing purposes.
• Uploading all completed Sign-In documents into PCC.
• Ensuring all Tour Packets are accurate, updated, and "tour ready," including:
  • Facility brochure
  • Admissions application
  • Room rates
  • Beauty services information
  • Activities calendar
  • Menu

Qualifications for the Admissions Coordinator

• No prior SNF experience required.
• Strong understanding of the admissions process, discharge planning, and healthcare regulations.
• Experience with PCC (PointClickCare) or similar EMR systems is highly preferred.
• Excellent verbal and written communication skills; ability to communicate professionally with families, referral sources, and internal teams.
• Strong organizational and time-management skills.
• High attention to detail and accuracy in documentation.
• Ability to work collaboratively with clinical and administrative leadership.
• Proficiency in Microsoft Office, especially Excel.
• Compassionate, resident-focused approach with the ability to support families during transitions.

Benefits

• Medical, Dental, and Vision Insurance
• Life Insurance
• 401(k) Retirement Plan
• Sick Time
• Vacation Time
• Holiday Pay