Admissions Coordinator (Licensed Practical Nurse) - Rest Home

City of Santa Fe Springs; Bozeman (MT); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Health benefits

Retirement plan

Paid parental leave

Sick and vacation leave

Job summary

Gallatin County is seeking an Admissions Coordinator at the Gallatin Rest Home to combine LPN clinical expertise with administrative duties. You will assess prospective residents, coordinate admissions, and ensure regulatory documentation is complete, accurate, and timely.

This role remains a key liaison among residents, families, referral sources, and the interdisciplinary team. The position reports to the Rest Home Administrator and does not supervise staff.

Qualifications

• Licensed Practical Nurse (LPN) license in good standing in Montana.
• Demonstrated clinical judgment within LPN scope and long-term care experience.
• Ability to document clinical information from multiple sources accurately.
• Strong interpersonal and customer-service skills with residents and families.
• Excellent organizational skills and ability to manage multiple duties.

Responsibilities

• Review referrals and medical records to collect clinical and demographic data.
• Conduct pre-admission assessments for placement and level of care.
• Coordinate with nursing, social services, and therapy to facilitate admissions.
• Serve as primary contact for residents, families, and referral sources.
• Ensure all required documentation and regulatory requirements are met.

Skills

LPN scope of practice

Interdisciplinary teamwork

Clinical documentation

Communication skills

Organization and prioritization

Education

LPN license (Montana)

CPR certification

Tools

EMR systems

Job description

Position Overview

This position is located at the Gallatin Rest Home and is responsible for coordinating and managing the resident admission process at Gallatin County Rest Home. This position combines Licensed Practical Nurse (LPN) clinical expertise with administrative, communication, and coordination responsibilities to ensure prospective residents are appropriately assessed, admissions are efficiently coordinated, and all required documentation and regulatory requirements are met. The Admissions Coordinator serves as a primary liaison among prospective residents and families, referral sources, nursing, social services, the business office, physicians, therapy, and other members of the interdisciplinary team. The position plays an important role in maintaining appropriate census levels while ensuring that each resident's clinical, financial, and service needs are identified and addressed prior to admission.

This position reports to the Rest Home Administrator and does not supervise other employees.

Essential Job Duties And Responsibilities

• Review referrals, medical records, and clinical information from hospitals, clinics, physicians, and other referral sources; gather relevant clinical and demographic information.
• Conduct pre-admission assessments to determine appropriateness for placement, anticipated level of care, diagnoses, medications, treatments, functional needs, and specialized care requirements.
• Collaborate with the Director of Nursing, physicians, social services, therapy, and other interdisciplinary team members to facilitate successful admissions.
• Serve as the primary point of contact for prospective residents, families, referral sources, and other individuals throughout the admission process.
• Coordinate referral and admission information among nursing, social services, medical records, business office, therapy, and other departments.
• Obtain, organize, enter, distribute, and maintain accurate referral, assessment, admission, and medical documentation through electronic, fax, and other approved methods.
• Coordinate admission dates and plans, ensuring required documentation, supplies, medically necessary equipment, treatments, and services are available prior to admission.
• Welcome and orient newly admitted residents, including assistance with room placement, call-light use, basic facility procedures, services, policies, philosophy, and resident rights.
• Provide compassionate, professional communication and support to residents and families throughout the referral and admission process.
• Coordinate with the Rest Home administration and leadership team, and other departments regarding Medicare, Medicaid, private insurance, payment sources, pre-certifications, authorizations, and GA Advantage requirements, as applicable.
• Obtain and track insurance authorizations and required documentation; coordinate updates from nursing, therapy, social services, and other departments for timely insurer submissions.
• Maintain referral logs, waiting lists, non-admission tracking reports, census information, and other records related to admissions and occupancy.
• Monitor census and admission activity, participate in occupancy meetings, and collaborate with leadership and referral sources to identify appropriate admission opportunities.
• Ensure admission processes, records, communications, and documentation are complete, accurate, timely, confidential, appropriately distributed, and compliant with applicable federal and Montana requirements and facility policies.
• Complete additional reports, administrative duties, and other responsibilities as assigned.

Other Duties As Assigned

• Perform a variety of other duties as assigned by supervisor. This includes coordinating special projects and events, system research and analysis, attending meetings and special events, and attending continuing education and training as required. If the County Commission proclaims a local emergency due to an actual or threatening disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.

Qualifications

• Knowledge of practical nursing principles, practices, methods, medical terminology, medications, treatments, and the physical and emotional needs of older adults and individuals with disabilities.
• Demonstrated clinical judgment consistent with the LPN scope of practice and knowledge of long-term care and resident admission processes.
• Ability to interpret, organize, and accurately document clinical information from multiple sources while maintaining thorough and reliable records.
• Strong interpersonal, communication, and customer-service skills, with the ability to establish positive, professional relationships with residents, families, referral sources, healthcare providers, and interdisciplinary team members.
• Excellent organizational skills, attention to detail, and ability to prioritize multiple responsibilities and perform effectively in a fast-paced healthcare environment.
• Ability to work independently while maintaining effective communication and collaboration with the interdisciplinary team and protecting confidential resident and family information.
• Proficient computer skills, including the ability to learn and use electronic medical records and other healthcare information systems, and willingness to serve as an on-call resource nurse as needed.

Education & Experience

• Licensed Practical Nurse (LPN) license in good standing in the State of Montana.
• CPR certification, or the ability to obtain one within 6 months of employment.
• The required knowledge, skills and abilities are typically acquired through completion of an approved course in practical nursing and licensure to practice practical nursing in the State of Montana. Previous work experience in a geriatric setting is preferred but not required.

Preferred

• Previous experience in a medical facility, nursing home, long-term care, rehabilitation, hospice, home health, or other healthcare settings.
• Experience with admissions, utilization review, insurance verification, prior authorization, or medical records.
• Experience coordinating care among interdisciplinary healthcare teams.
• Knowledge of Medicare, Medicaid, and private insurance processes.
• Gallatin County is committed to providing a safe and productive workplace for its employees. In order to have a safe working environment that is drug and alcohol free, Gallatin County established Section 526 "Workplace Drug and Alcohol Policy". Under this policy, certain positions are designated as "testable" positions. This position is safety sensitive in nature and is designated as a "testable position". The position is subject to pre-employment testing, upon reasonable suspicion, on a random basis, return to duty and any follow-up testing under the policy.

Supplemental Information

Physical Abilities And Working Conditions

• The position requires the ability to perform duties in a long-term care environment, including frequent communication with residents, families, healthcare professionals, and facility staff. The employee may be required to walk throughout the facility, assist residents with orientation upon arrival, access medical records and computer systems, and respond to admission-related needs.
• Work is performed in a nursing facility, involving risk of infection or exposure to bodily fluids, which requires special safety precautions.

As a condition of hire, the final candidate will be required to successfully pass a criminal and driving background check.

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

Health Benefits

• Individual health benefits premium is paid at 100% for full-time employees and pro-rated based on hours worked for part-time employees
• Includes limited vision and dental coverage (Dental is provided by MetLife and includes a dental buy-up option)
• Dependent health benefits premium is offered at very low costs
• Coverage is effective the 1st of the month following 30 days of employment
• Talkspace: In-Network behavioral health support through virtual counseling & psychiatry
• Optional Supplemental Coverage is offered through Mutual of Omaha including Voluntary Accident Policy, Voluntary Critical Illness Policy and Voluntary Life Insurance Policy (also available for dependents)
• FREE unlimited access and care to PMR Clinic East. This is a private Clinic and is available to all employees and family members who are enrolled in our health benefits.

FLEXIBLE SPENDING ACCOUNTS:

Optional pre-tax, out-of-pocket medical expenses & day care expenses

COUNTY PAID LIFE INSURANCE:

$50,000 Group Life Insurance Policy (eligible employees only) (age reductions apply)

COUNTY PAID LONG TERM DISABLITY INSURANCE:

Eligible employees only, benefit duration shortens once a specific age is reached

Retirement

• County employees are covered by the Public Employee’s Retirement System (PERS)
• County Deputies and Detention Officers are covered by the Sheriff’s Retirement System (SRS)
• An optional supplemental 457 deferred compensation plan/ROTH is available through Empower and Nationwide

Paid Parental Leave

• Eligible employees are offered a maximum of six weeks (240 hours) of paid parental leave for the bonding and care of a newborn child or adoption of a child

Sick And Vacation Leave

• Employees accrue 12 sick days and 3 weeks of vacation per year, depending on years of service. (Hours are pro-rated for part-time employees)
• Leave starts accruing on an employee’s date of hire and can be used as soon as time is in the books.

Holidays

• The County observes 11 legal holidays in even numbered years (Federal Election Day) and 10 legal holidays in odd numbered years.
• A Floating Holiday is available to eligible employees after six months.

HEALTH CLUB MEMBERSHIPS:

Discounted rates are offered at participating clubs with payroll deduction.

Employee Assistance Program

• Offers a confidential counseling hotline and up to six sessions with a Licensed Professional Counselor at no cost to the employee. This program is also available to dependents.

WORLDWIDE TRAVEL EMERGENCY PROGRAM AND WILL & LEGAL PREPARATION SERVICES:

• Limited 24/7 services anywhere in the world
• Will and limited legal service

Tuition Assistance

• The County offers partial reimbursement of qualifying tuition expenses

Bilingual Pay

• Gallatin County allows for bilingual pay to employees that provide translation services to County departments and offices. The bilingual pay allows for extra compensation to employees that provide this service.