Admissions Coordinator
at Volunteers of America

Date Posted: 11/7/2019

Job Description

Volunteers of America is looking for an Admissions Coordinator to join our team at Laurel Manor in beautiful Colorado Springs, CO!


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Coordinates Resident Admissions:

  • Takes pre-admission calls and manages a waiting list as necessary.
  • Establishes relationships with referral customers, calls them daily for referrals and prospective residents for care and treatment.
  • Offers tours to prospective customers and admissions.
  • Conducts pre-admission screening using specific forms, per phone and/or in hospital or at referring long-term care facility, as needed.
  • Meets with all new residents. Identifies and provides for the medically-related social, psychological and spiritual needs of the residents.
  • Coordinates with Business Office to ensure resident has viable payer sources.

2. Screens and researches resident’s healthcare benefits and works with business office to coordinate this for client advocacy:

  • Helps residents understand their healthcare coverage and assist in completing coverage forms as necessary.
  • Completes admission documents with family and/or resident.
  • Advises residents and families of advance directive policies.
  • Maintains admission and tour packets.
  • Coordinates admissions with hospital social worker, doctor offices, and family members of residents.
  • Verify designated doctor and pharmacy for new residents.
  • Enter demographic information for each resident into the computer.
  • Requests doctor’s orders, discharge summaries and all medical documentation from verified source
  • Coordinates ordering flowers for new residents and residents who have passed away
  • Performs nursing screen for prospective admissions and makes admissions decisions based on care needs, cost, etc.

3. Coordinates and leads Admission, Transfer and Discharge Team:

  • Prepares cases for review for Director of Social Services, Executive Director, Director of Nursing, and Team.
  • Coordinates activities with Medicare meetings, etc.
  • Completes Daily Census Report- routes to all departments and faxes to Lab and Pharmacy.

4. Manages bed and room occupancy at the facility:

  • Coordinates with other departments.
  • Maintains lists of occupied and unoccupied rooms.
  • Plans strategies to fill these rooms.
  • Places residents in these rooms according to medical need and behavior issues.

5. Completes assessments of residents as necessary for Care Planning, MDS, RAPS, PPS and other required documents. 6. Develops Care Plans and attends Interdisciplinary Care Conferences for residents.

  • Serves as resident advocate; coordinates invitation of residents and families.
  • Refers to Volunteers of America National Services MDS and Care Planning manuals to complete required sections.
  • Implements described care management, counseling or support to resident as described in care plan.
  • Maintains records as described by Volunteers of America National Services policy. Maintains confidential records as necessary.

7. Initiates reporting and documentation in the medical record.

  • Maintains accurate and appropriate social service documentation in the medical record.
  • Updates assessments and documentation per Volunteers of America National Services Social Services Policy and State and Federal regulations.
  • Prepares written summaries of conferences and meetings as necessary.
  • Ensures proper notification and documentation of resident transfers within the facility and/or to an alternate setting.
  • Notifies Business Office of payer status changes.

8. Operates department in accordance with all State, Federal, and Local Laws, rules and regulations, and maintains copies of these in office for reference. 9. Develops and promotes the department through marketing efforts throughout the professional and social community where facility is located:

  • Maintains a current Community Resource File.
  • Visits referral agencies and local hospitals to share information on facility.
  • Provides community resource information to residents and families relating to alternative healthcare services or facilities, clinics, etc.
  • Seeks out referral sources for the facility, visits these agencies and provides information on the facility.
  • Promotes the facility within the community by assisting in the design of brochures, handbooks, and other marketing materials.

10. Serve on committees as required by Executive Director including, but not limited to:

  • CQI Committee.
  • Safety Committee.
  • Management Committee.
  • Admissions Committee.
  • Marketing Committee.

11. Advises and recommends solutions to the department director of major problems or concerns that residents or their family members are experiencing. 12. Develops statistics for Executive Administrator on operation of department.

    a. Develops and maintains admission/discharge/referral/inquiry statistics. b. Statistics are to be maintained monthly and would include at a minimum:
  • Number of admissions each day.
  • Number of referrals.
  • Number of tours.
  • Number of marketing calls made to professionals/community.
  • Sources of referrals by name and frequency.
  • Trend of the type of referral.
  • Calculation of a monthly conversation ratio

13. Attends required in-services & completes assigned on-line modules. 14. Performs other duties or special assignments as directed by the Executive Director. 

Job Requirements


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Bachelor’s degree in Social Work, related degree in Social Sciences or posses a current license as a LPN/RN.
  • Licensed where applicable by the State. State requirements may dictate supervision and degree type.
  • Minimum one year of Social Work/LPN/RN experience, preferably in a long-term healthcare setting. Has knowledge of long-term health care and public health settings. Is familiar with Federal and State regulations and requirements for long-term care; this maybe waived for a junior staff position, in order to allow a competent candidate to gain job experience.
  • Able and willing to work flexible hours, such as during evenings and weekends.
  • Ability to read, speak and write fluently in English.
  • Prepare written assessments and correspondence.
  • Carry on negotiations for resident’s welfare on the phone.
  • Read, and interpret rules and regulations.
  • Communicate effectively and posses good interpersonal relations skills.
  • Ability to add, subtract, multiply, divide in all units of measure, using whole numbers, common fractions, and decimals.
  • Ability to read and comprehend simple mathematical and statistical graphs and tables.
  • Requires complex reasoning ability.
  • Requires negotiation skills and ability to carry on several levels of reasoning at during problem solving sessions.
  • Requires the ability to offer alternatives in complex group negotiations.
  • Requires the ability to think quickly.
  • Requires ability to write contracts and complex written arguments.
  • Requires computer entry skills to match existing clinical management software at facility.
  • Ability to utilize computers and other electronic devices for tasks as timekeeping, in-servicing and documentation.

 EOE M/F/Vets/Disabled

Job Snapshot

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