Clinical Admissions Coordinator

Catholic Care Center; Bel Aire (KS); On-site; USD 54,000 - 78,000; Full time

Job summary

Catholic Care Center in Bel Aire, KS is seeking a Clinical Admissions Coordinator to manage preadmission and admission activities, review referrals, and coordinate with nursing leadership. You will handle EMR data entry, maintain leads, and support marketing efforts while ensuring high-quality patient placement and documentation.

The role requires a nursing-related degree (RN/LPN preferred), strong collaboration, and proficiency in Microsoft Office; onsite working at Bel Aire facility with close

Qualifications

• Must possess a bachelor’s degree in nursing, healthcare administration, public health, aging studies, marketing, or related field.
• Experience in healthcare related sales or similar experience preferred.

Responsibilities

• Review hospital and community referrals to determine if the facility can meet clinical needs
• Conduct comprehensive clinical review of referral documentation
• Determine clinical appropriateness for admission based on condition and needs
• Identify high-risk clinical conditions requiring nursing assessment
• Review medication regimens for safety and feasibility prior to admission
• Complete preadmission screening including insurance and regulatory requirements
• Facilitate admission process with EMR data entry and tracking
• Communicate admission details to relevant departments
• Coordinate with maintenance and housekeeping for room preparation
• Respond to inquiries about admission criteria and documentation
• Conduct welcome visits and post-discharge follow-up surveys
• Schedule facility tours for prospective patients/residents and families
• Track inquiries and leads in admissions process
• Assist with offsite marketing efforts and patient visits as needed
• Collaborate with Director of Marketing to track skilled nursing leads
• Assist with completion of admission assessments

Skills

Collaboration

Interpersonal skills

Organizational skills

Time management

Verbal communication

Written communication

Multi-tasking

Microsoft Office

Education

Bachelor’s degree in nursing, healthcare administration, public health, aging studies, marketing

Tools

EMR

Microsoft Office

Job description

Position: Clinical Admissions Coordinator

Location: Bel Aire, KS

Job Id: 2704

# of Openings: 0

Clinical Admissions Coordinator

Location: Bel Aire, KS 67226

Position Summary

This position is the primary contact for individuals inquiring about patient/resident placement opportunities and supports the Director of Marketing with incoming admissions to skilled nursing by completing preadmission and admission activities for patient/residents.

Principal Duties and Responsibilities

• Reviews and analyzes hospital and community referrals to determine whether the facility can safely and compliantly meet identified clinical needs, in coordination with nursing leadership.
• Conducts comprehensive clinical review of referral documentation, including hospital records, physician notes, therapy evaluations, medication lists, labs, and diagnostics.
• Determines clinical appropriateness for admission based on current condition, acuity, skilled nursing needs, and facility capabilities.
• Identifies and evaluates high-risk clinical conditions (e.g., wounds, IV therapy, behavioral concerns, infection and isolation risks) requiring licensed nursing assessment.
• Reviews medication regimens for safety and feasibility of administration within the facility prior to admission.
• Completes preadmission screening for skilled referrals, including review of insurance authorization, payer requirements, and required background or regulatory screenings.
• Facilitates the admission process, including Electronic Medical Record (EMR) data entry and internal tracking and notification systems.
• Communicates admission details and clinical considerations to all relevant departments prior to resident arrival.
• Coordinates with maintenance and housekeeping to ensure rooms are appropriately prepared and required equipment is available and functioning.
• Professionally responds to inquiries from patients/residents and families regarding admission criteria, clinical requirements, and required documentation.
• Conducts new patient/resident welcome visits and post-discharge follow-up surveys to support quality improvement and satisfaction.
• Schedules and conducts facility tours for prospective patients/residents and families.
• Tracks inquiries and leads throughout the admissions process and maintains ongoing communication with referral sources.
• Hosts and participates in relationship-building and lead generating events on campus.
• Assists with offsite marketing efforts and patient/resident visits as needed.
• Works collaboratively with the Director of Marketing to track and manage skilled nursing leads.
• Assists with the completion of admission assessments as needed.
• Performs other duties as assigned.

Management Responsibilities

N/A

Education and/or Experience

• Bachelor’s degree in nursing, healthcare administration, public health, aging studies, marketing, or related field required.
• Experience in healthcare related sales or similar experience preferred.

Certificates, Licenses, Registrations

• Licensed Practical Nurse (LPN) or Registered Nurse (RN) licensure required.

Knowledge, Skills and Abilities

• Must possess strong collaborative, interpersonal, organizational, multi-tasking, verbal, and written communication skills, and a desire to create a high-performance, effective team that produces consistent, measurable results.
• Must demonstrate on an ongoing basis the ability to develop and maintain good working relationships with co-workers and ministry leadership.
• Must be self-motivated and excel in time management.
• Proficiency with Microsoft Office is required.

Hospitality Focus

Catholic Care Center fully embraces a culture of hospitality. To that end, we include the following hospitality promises as a guide for our interpersonal interactions with residents, co-workers, and guests:

• We greet residents, employees and guests warmly, by name and with a smile.
• We treat everyone with courteous respect.
• We strive to anticipate resident, employee and guest needs and act accordingly.
• We listen and respond enthusiastically in a timely manner.
• We hold ourselves and one another accountable.
• We embrace and value our differences.
• We make residents, employees and guests feel important.
• We ask "Is there anything else I can do for you?"
• We maintain high levels of professionalism, both in conduct and appearance, at all times.
• We pay attention to details.

Wellness Focus

Catholic Care Center employees are expected to promote a healthy community culture for all residents and employees. This is a whole-person approach to health and wellness which includes eight dimensions of wellness: Emotional, Environmental, Health Services, Intellectual, Physical, Social, Spiritual and Vocational. Through these efforts we can ensure and exceed residents’ wellness needs relating to their mind, body and soul, which may also have a positive effect on the employees, as a result.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasionally required to carry or lift items weighing up to 10 pounds.
• Occasionally required to carry or lift items weighing up to 25 pounds for short distances. Required to obtain assistance of another qualified employee when attempting to lift objects over 25 pounds.
• Occasionally required to stand or walk.
• Frequently required to sit in a stationary position.
• Occasionally performs activities that require stooping, bending and reaching, squatting, balancing, and trunk twisting throughout the day.
• Constantly able to communicate verbally and in written form.
• Frequently able to detect and discern both loud and soft sounds such as phone calls and customer questions.
• Constantly able to use hands and fingers to type, write, and file.
• Frequently able to use near vision for viewing computer monitor and written materials.
• Occasionally required to detect unusual odors that could indicate environmental issues.

Working Conditions

Category III Potential Exposure: Position involves no exposure to blood, body fluids, or tissues. Category I tasks (expected exposure) are not a condition of employment.

• The noise level in the work environment is usually moderate.
• Work is generally performed in an indoor, well-lit, well-ventilated, heated and air-conditioned environment.
• Possess a personal presence characterized by a sense of honesty, integrity, and caring with the ability to inspire and motivate others to promote the mission of Catholic Care Center to Know, Love, and Serve.
• Possesses a willingness to learn and apply Catholic Healthcare principles and values in the discernment and decision-making process for all matters.
• Maintain the privacy and confidence of all residents, patients, and families.
• Creates and maintains a partnership between employees, the community, and those we serve that fosters an environment honoring individual preferences, choices, and traditions.

Organizational Relationships

• Reports to: Administrator
• Supports: -
• Collaborates: Internal colleagues when appropriate

The above statements are intended to describe the general nature and level of work being performed by the associate. They are not intended to be an exhaustive list of all responsibilities, duties, skills required of personnel so classified and it is not a contract express or implied. Villa Maria Inc. may change, revise, or update job descriptions upon business discretion.