Administrative Admissions Assistant

Job Title: Business Office Assistant / Central Admissions Assistant

Reporting Relationships

• Business Office functions report to the Facility Administrator, Cura of Monticello.
• Central Admissions functions report to the Regional Director of Operations and are performed in coordination with the Central Admissions Coordinator/Nurse.

Summary

Provides administrative support to the Business Office at Cura of Monticello and supports company-wide Central Admissions operations. Assists with billing, accounts receivable, resident financial records, office procedures (staffing), and related clerical work under the direction of the Administrator and Business Office leadership.

Supports the Central Admissions Coordinator/Nurse by reviewing referrals in a timely manner across Cura facilities and by assisting with review of external referrals at the Monticello home base. Provides additional support to Social Services with paperwork and documentation as assigned. This is a support role and does not carry the independent accounting, payroll ownership, cost-report, or supervisory responsibilities of the Business Office Manager.

Vulnerable Adult Mandated Reporter: A mandated vulnerable adult reporter of maltreatment, neglect, or abuse of vulnerable residents/tenants. Required to report any alleged maltreatment, neglect, or abuse to the supervisor and appropriate state agencies.

Essential Duties and Responsibilities

Include the following. Other duties may be assigned.

Business Office Support (reports to Administrator)

• Supports the Business Office Manager and Administrator with day-to-day office operations, filing, correspondence, and resident financial records.
• Assists with insurance verification, benefit checks, and gathering payer information needed for admission and billing.
• Supports private-pay statements, resident trust/petty cash documentation, and related receipts as assigned (does not independently manage bank accounts or issue checks unless specifically authorized).
• Assists with gathering documentation for Medicaid pending cases, Medical Assistance applications, and other payer paperwork.
• Helps maintain employee and resident files in accordance with facility policy and confidentiality requirements; performs reference/background check paperwork as directed.
• Supports payroll and benefits processes by collecting timesheets, verifying documentation, and routing information to the Business Office Manager; does not own bi-weekly payroll completion.
• Answers phones, greets visitors, routes calls, and provides general information about facility operations or the appropriate contact.
• Prepares correspondence, office forms, reports, notices, lists, and related material.
• Assists with inventory of office supplies and maintaining organized shared files (paper and electronic).
• Backs up other office positions as needed and attends clerical or department meetings as scheduled.
• Abides by and supports compliance with facility policies, procedures, and accepted record-keeping practices.
• Follows instructions willingly; meets deadlines; demonstrates organizational loyalty and honesty; is punctual and dependable.

Central Admissions Support (reports to Regional Director of Operations; works with Central Admissions Coordinator)

• Supports the Central Admissions Coordinator/Nurse with timely review of referrals across Cura facilities.
• Monitors incoming referral sources and helps ensure referrals are reviewed, logged, and routed without delay.
• Assists with reviewing external referrals at the home base, Cura of Monticello, including gathering clinical and financial information needed for an admission decision.
• Communicates with referring hospitals, agencies, families, and facility admissions contacts to obtain missing information.
• Helps track referral status, bed availability information as provided by facilities, and follow-up needed to convert appropriate referrals.
• Assists with admission packets, pre-admission paperwork, insurance/authorization documentation, and handoff to the receiving facility.
• Maintains organized referral logs and supports census/admissions reporting as directed by the Regional Director of Operations or Central Admissions Coordinator.
• Protects resident and referral confidentiality in all communications.

Social Services and Other Assigned Support

• Assists Social Services with paperwork, resident/family documentation, admission/discharge forms, and related clerical support as assigned.
• Helps assemble charts, copies, and required documents for admissions, transfers, and discharges.
• Performs any and all other duties as assigned.

Marginal Duties and Responsibilities

Include the following. Other duties may be assigned.

• May be required to attend training or staff development activities.
• Makes recommendations regarding needed revisions to office or admissions procedures.
• Responsible for knowledge of nursing home operations sufficient to answer general questions or refer callers to the appropriate contact.
• Maintains a professional relationship with staff, peers, residents, families, referral sources, and leadership.
• Adheres to the organization’s confidentiality and HIPAA policies.

Education and/or Experience

• High school diploma or equivalent required. Post-secondary coursework in business, office administration, healthcare administration, or a related field preferred.
• Prior office, billing, medical records, admissions, or long-term care experience preferred.
• Knowledge of nursing home or assisted living operations, Medicare/Medicaid basics, and insurance verification is helpful but can be trained.
• Must be proficient with computers, email, and standard office software (Word, Excel or comparable spreadsheets, PDF, and electronic health/billing systems as used by the organization, PCC).
• Must be accurate with data entry, filing, and record-keeping and able to manage multiple tasks and deadlines.
• Must have knowledge of office procedures and practices and be able to use standard office equipment (copier, scanner, fax, multi-line phone).

Language Skills

• Ability to read and interpret facility policies, payer correspondence, referral documents, and governmental or insurance forms.
• Ability to write clear business correspondence and complete forms accurately.
• Ability to communicate professionally with residents, families, referral sources, coworkers, and leadership, both in person and by phone/email.

Mathematical Skills

• Ability to add, subtract, multiply, and divide; apply percentages and basic ratios; and balance simple account or deposit totals with accuracy.

Reasoning Ability

• Ability to collect information, follow multi-step procedures, identify missing referral or billing documents, and escalate questions appropriately.
• Must be able to deal effectively with stress created by multiple tasks and interruptions, and work cooperatively as part of the health care team while maintaining a pleasant, professional demeanor.

Certificates, Licenses, Registrations

• Must possess a valid driver’s license or have access to transportation when required to attend meetings or training sessions.
• Must be able to complete required facility orientation, HIPAA, vulnerable adult, and other mandatory training.

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.

While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, stoop, and talk or hear. Must be able to detect the smell of smoke. Must be able to hear and distinguish normal sounds with background noise, ranging from conversational levels to high-pitched sounding alarms. The employee must lift and/or move up to 25 pounds. Specific vision abilities required include close vision, color vision, and ability to adjust focus.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Retirement Plan (401k, IRA)
• Training & Development