Internal Admissions Coordinator LTC

Position Summary:

The Marketing & Internal Admissions Coordinator is responsible for managing the internal admissions process and supporting marketing efforts to maintain and grow facility census. This role focuses on ensuring smooth transitions within the facility, building relationships with residents and families, supporting satisfaction and retention, and promoting the facility’s services and reputation.

Key Responsibilities:

Internal Admissions:

• Coordinate all intra-facility admissions and transfers (e.g., short-term rehab to long-term care).
• Participate in daily morning meetings prepared with current census information, anticipated admissions, discharges, and transfers, ensuring alignment with the interdisciplinary team.
• Ensure readiness for all admissions by confirming admission paperwork completion, room readiness, and required documentation prior to resident arrival.
• Collaborate with nursing, therapy, social work, environmental services, and administrative staff to ensure a smooth, timely, and person-centered transition.
• Review clinical documentation and resident needs to determine appropriate placement.
• Complete and ensure all required admission paperwork is processed in a timely and accurate manner.
• Serve as the point of contact for families during internal transfers; address questions and concerns.
• Welcome new and transferring residents upon arrival, providing orientation support and ensuring a positive first experience.
• Maintain accurate tracking logs and census data related to internal admissions and transfers.
  
  
  

Marketing & Census Development:

• Promote facility services to residents, families, and staff to support retention and satisfaction.
• Collaborate with external admissions or marketing staff to transition new admissions smoothly.
• Coordinate tours, welcome packets, and orientation materials for new and transferring residents.
• Help identify at-risk residents and work with the interdisciplinary team to improve satisfaction and avoid avoidable discharges.
• Develop and maintain positive relationships with residents, families, and internal staff to enhance the facility’s reputation.
• Assist with internal events, open houses, and family engagement activities to support retention and satisfaction.
  
  
  

Customer Service & Relationship Building:

• Conduct follow-up with residents and families post-admission or transfer to ensure satisfaction.
• Resolve concerns promptly and professionally; communicate feedback to leadership.
• Represent the facility positively in both internal and limited external marketing interactions.
  
  
  

Qualifications:

• Experience in admissions, marketing, or case management in a long-term care or healthcare setting strongly preferred.
• Strong communication and interpersonal skills with a customer service mindset.
• Proficient in Microsoft Office, EHR systems, and admission documentation.
• Ability to multitask, prioritize, and adapt in a fast-paced environment.
• Familiarity with Medicare/Medicaid eligibility and long-term care services.