Admissions Coordinator

Apploi; Webb City (MO); On-site; USD 42,000 - 62,000; Full time

Job summary

Aspire Senior Living is seeking an organized Admissions Coordinator to guide referrals from inquiry to resident arrival, ensuring a compassionate, compliant admissions experience. The role coordinates with Nursing, Business Office, Social Services and leadership to verify payer information, maintain documentation, and support census and occupancy goals in a fast-paced healthcare setting.

Ideal candidates have healthcare admissions experience, strong communication, attention to detail, and the

Qualifications

• High school diploma or equivalent required.
• Associate or Bachelor’s degree preferred.
• 1-3 years of admissions or healthcare intake experience preferred.
• Experience with hospital referrals and discharge planners is a plus.

Responsibilities

• Respond promptly to referrals and inquiries from hospitals, families, healthcare providers, and community partners.
• Coordinate the admissions process from referral through resident arrival.
• Gather and review clinical, medical, financial, and admission documentation.
• Partner with Nursing leadership to review clinical information and determine placement.
• Coordinate admission logistics, including room assignments and move-in preparation.
• Ensure admission paperwork is complete, accurate, and compliant with requirements.
• Provide a welcoming admission experience for residents and families.
• Develop and maintain relationships with hospital discharge planners, case managers, physicians, and referral partners.
• Conduct community tours for prospective residents and families.
• Provide timely follow-up with referral sources on admission status.
• Represent the community at networking events and outreach opportunities.
• Track referrals, sources, admissions and activities in designated systems.
• Verify payer sources and insurance coverage (Medicare, Medicaid, Managed Care, Private Pay).
• Assist with prior authorizations when required.
• Collaborate with Business Office to ensure accurate payer documentation.
• Communicate financial requirements clearly to residents and families.
• Identify missing documentation that could delay admission and resolve it.

Skills

Empathy

Communication

Organization

Interpersonal skills

Attention to detail

Education

High school diploma

Associate/Bachelor preferred

Tools

EMR systems

CRM

Census management systems

Job description

Admissions Coordinator

Our Company

At Aspire Senior Living, our mission is to transform lives through Accountability, Service, Purpose, Integrity, Responsibility, and Excellence. With an unwavering commitment to our residents and an employee-focused approach, we create a brighter future for our communities and empower our team to deliver exceptional care and support.

Position Overview

Aspire Senior Living is seeking an organized, compassionate, and relationship-focused Admissions Coordinator to join our team.

The Admissions Coordinator manages the admissions process from initial referral or inquiry through resident admission, helping residents and families navigate an important transition with confidence and compassion.

This position serves as a key point of contact for prospective residents, families, hospitals, case managers, discharge planners, and other referral partners. The Admissions Coordinator works closely with Nursing, Business Office, Social Services, and facility leadership to coordinate admissions, verify payer information, maintain accurate documentation, and support the community's census and occupancy goals.

What You'll Do

Admissions & Resident Coordination

• Respond promptly and professionally to referrals and inquiries from hospitals, families, healthcare providers, and community partners.

• Coordinate the admissions process from initial referral through resident arrival.

• Gather and review required clinical, medical, financial, and admission documentation.

• Partner with Nursing leadership to review clinical information and determine appropriate placement.

• Coordinate admission logistics, including room assignments and move-in preparation.

• Ensure admission paperwork is complete, accurate, and compliant with applicable requirements.

• Provide a welcoming and supportive admission experience for residents and their families.

Referral & Community Relationships

• Develop and maintain strong relationships with hospital discharge planners, case managers, physicians, healthcare providers, and community referral partners.

• Conduct community tours for prospective residents and families.

• Provide timely follow-up with referral sources regarding admission status.

• Represent the community professionally at networking events, outreach opportunities, and community events as needed.

• Track referrals, referral sources, admissions, and related activity within designated systems.

Insurance & Financial Coordination

• Verify payer sources and insurance coverage, including Medicare, Medicaid, Managed Care, and Private Pay.

• Assist with obtaining prior authorizations when required.

• Partner with the Business Office and billing teams to ensure accurate payer documentation.

• Help communicate financial requirements and responsibilities to residents and families clearly, professionally, and compassionately.

• Identify missing documentation or authorization needs that could delay admission and work proactively to resolve them.

Documentation & Compliance

• Maintain accurate and timely information within EMR, census, CRM, and other applicable systems.

• Protect resident information and maintain compliance with HIPAA requirements.

• Support census reporting, occupancy tracking, and admission-related reporting.

• Maintain organized admission files and required documentation.

• Participate in quality assurance, compliance, and survey-readiness activities related to admissions.

What We're Looking For

• High school diploma or equivalent required.

• Associate's or Bachelor's degree in healthcare, business, social services, or a related field preferred.

• 1-3 years of admissions, healthcare intake, case management, referral coordination, or related experience preferred.

• Experience in skilled nursing, long-term care, senior living, rehabilitation, or another healthcare environment strongly preferred.

• Knowledge of Medicare, Medicaid, Managed Care, insurance verification, and authorization processes is preferred.

• Experience working with hospital referrals and discharge planners is a plus.

• Strong customer service, relationship-building, and interpersonal skills.

• Excellent organizational skills with the ability to manage multiple admissions, referrals, and priorities simultaneously.

• Strong attention to detail and documentation accuracy.

• Ability to communicate compassionately with residents and families during sensitive or stressful situations.

• Professional and effective written and verbal communication skills.

• Proficiency with Microsoft Office and the ability to learn EMR, CRM, and census-management systems.

• Ability to work collaboratively in a fast-paced healthcare environment.

Help Make the Transition to Aspire a Positive One

For a new resident and their family, the Admissions Coordinator is often one of their first connections with our community.

We're looking for someone who understands that successful admissions aren't just about paperwork - they are about communication, relationships, responsiveness, and creating a welcoming experience from the very first conversation.

If you're organized, compassionate, and experienced in healthcare admissions or referral coordination, we'd love to meet you.

Accountability, Service, Purpose, Integrity, Responsibility, and Excellence.