Director of Admissions - Villa at Traverse Point

*** TEMPORARY POSITION FOR 30 DAYS ***

JOB SUMMARY:

A Director of Admissions will welcome incoming guests and assist prospective guests, families, and referring agencies into the Villa centers following the center’s service expectations. This role will focus on internal sales and provide information on Villa Centers and existing programs by initiating dialogue and maintaining positive relationships with potential guests and current referral sources. A Director of Admissions will work closely with the Business Development Team to drive sales strategies designed to increase and sustain patient/resident admissions in the area of rehabilitation and long-term care.  Prior to admission, the Director of Admissions will ensure, with the Referral Management Department (VRMD) that all pre-admission requirements have been met and applicable documentation is completed and secured for Business Office and VRMD. Director of Admissions is responsible for informing guests of their responsibilities and rights upon admission and ensuring that their Admission Agreement is executed within 48 hours of admission.  Ultimately, this role is accountable for overseeing a smooth admission into the Villa Center through coordination with both External and Internal team members.

DUTIES/RESPONSIBILITIES:

·        Partners with the Administrator and Director of Nursing to coordinate clinically and financially appropriate admissions into the Center via VRMD Team.

·        Responds to all admission and re-admission inquires (phone calls/texts, faxes, emails, tours, etc.) and coordinates with VRMD when referral is made, or placement is requested.

·        Participates in referral review process, as directed by VRM or Regional Director of Business Development.

·        Maintains relationship as liaison between Center and VRMD for all necessary patient referral and admission information as needed (i.e. clinical/financial/managed care process or information)

·        Communicates with IDT Team regarding special patient needs, including medical equipment, physician/case manager objectives, discharge plans, etc.

·        Works with resident/responsible party to obtain any missing pre-admission documents and inputs into PCC which may include insurance cards or policy information, POA or guardianship paperwork, missing demographic information or emergency contacts.

·        Generates courtesy letter with coverage determination financial responsibilities.  Meets with patient and/or responsible party to review this letter, payer terms and expectations, share of cost responsibilities and expectations.

·        Initiates Medicaid Pending Process, when required.

·        Ensures that OBRA/PASSR is received for all admissions. 

·        Maintains the Manual Daily Census Tracking Report and reconciles with the Business Office Manager to ensure census numbers are balanced and correct.

·        Participates daily in Morning Meeting/Standup to share census information, patient updates, admissions activity and potential pending admission and re-admissions.

·        Communicates with internal staff, VRMD and Business Development Team to ensure accuracy of information relating to bed availability and maintains the bed roster including planned discharges, room changes, transfers and isolations.

·        Works with IDT Team to ensure proper room readiness prior to the guest arrival.Coordinate pre-arrival guest requests and to prepare rooms accordingly.

·        Verifies that all required DME is ordered and/or in place for patient admissions.

·        Provides Resident Rights handbook and Exhibits packet to resident prior to or upon admission.

·        Ensures that all Admission Paperwork, including MSP Form and Admission Agreements are acknowledged, executed and uploaded into PCC within 48 hours of admission.

·        Greets guests upon arrival to center and follows-up throughout first week of stay.

·        Ensures Center is always tour ready, provides clients (prospective guests and their families and referral sources) with Center specific information and offers appointments for a tour and trains back up associates on center tours utilizing the certified admissions experience training. Records all tours that are conducted, as required.

·        Works with Reception and key members that receive phone calls after hours and on weekends to enhance phone etiquette and knowledge of answering basic admission inquiries.

·        Participates in marketing efforts with community, families and hospital staff.

REQUIRED SKILLS/ABILITIES:

·        Contributes to team effort related tasks as needed.

·        Maintains a good/positive working relationship with external agencies/vendors and all Villa team members (Regionals and Support Office)

·        Adheres to all facility Standards of Practice as well as state and federal guidelines.

·        Ensures all elements of the Villa Abuse Policy are maintained and enforced.

·        Treats all residents, visitors and staff with courtesy.

·        Strictly follows policy and safeguards computer passwords and use of all Villa IT related equipment. Understands the importance of logging on and off the computer clinical and financial systems and software.

·        Maintains Villa dress code and hygiene policies.

·        Complies with all laws and regulations applicable to position and acts in accordance with Villa’s Corporate Compliance Program.

·        Resident Rights

o   Knows the Resident Rights and helps resident understand and exercise their rights.

o   Reports resident concerns, complaints, comments to appropriate Administrative personnel.

o   Maintains confidentiality of resident information.

·        Safety

o   Knows and follows Villa Center Rules.

o   Demonstrates proper use of equipment. Reports equipment needs or repairs.

o   Follows facility smoking policy.

o   Reports and follows appropriate protocol to report any accidents/incidents of residents, staff or visitors to the appropriate Administrative personnel.

o   Reports any hazardous conditions/equipment.

o   Understands any Disaster Plans.

o   Understands and follows infection control standards, policies and procedures.

·        HIPAA

o   Follows and adheres to Villa’s policies and procedures regarding HIPAA compliance.

o   Ensures integrity and confidentiality of all patient and client financial data.

o   Reports all suspected violations of company’s HIPAA policies and procedures to appropriate Administrative personnel.

·        Asks for assistance when needed.

·        Other duties as assigned by Administrator.

EDUCATION and EXPERIENCE:

·        Bachelor’s degree or equivalent.

·        At least 2 to 3 years prior SNF Admissions Experience.

·        High level of PC literacy preferred (Microsoft Office Suite: MS Word, MS Access, MS Excel, E-Mail, Outlook, Internet Explorer).

·        Team oriented and cooperative.

ENVIRONMENTALANDPHYSICALREQUIREMENTS:

·        Business Professional attire required.

·        Minimum Travel up to as needed.

·        Walking, reaching, bending, lifting, extended sitting, grasping, fine hand coordination, pushing and pulling, ability to distinguish smells and temperatures, all with or without the aid of mechanical devices is required.

·        Limited potential for exposure to environmental hazards. Understanding and adherence to company safety standards and protocols required.

·        Meet all health requirements as needed.

·        Dialogue concerning ADA reasonable accommodations are always available upon request – i.e. the interactive process.

SHARED CODE OF CONDUCT: 

B.E.T.T.E.R. is Villa's Service Excellence Code of Conduct. Becoming a member of the Villa Team includes upholding Villa’s B.E.T.T.E.R. standards every day: Be Welcoming To All, Establish a Relationship, Trust & Respect, Teamwork, Engage & Communicate & Recognize.

This description has been prepared to assist individual VILLA Facilities in evaluating various classes of responsibilities, skills, and working conditions. Facilities are independent Limited Liability Companies are free to amend or promulgate other guidelines.  This job description indicates the kinds of tasks and levels of work difficulty required of positions given this classification. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under supervision. Nothing contained herein is intended or shall be construed to create or constitute a contract of employment or establish employment at will between any employee or group of employees and the facility. The facility retains and reserves any and all rights to change, modify, amend, add to or delete from any section of this document as it deems, in its judgment, to be proper.

Villa Facilities are Equal Opportunity Employers and do not discriminate based on any protected right such as race, color, nationality, gender age, disability or any protected applicable right under the National Labor Relations Act. 

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