Admissions Assistant

Role overview

The Admissions Assistant works within the Social Services department and reports to the Admissions Director. This is a patient-facing, service-oriented role that combines admissions support with social services tasks. The position centers on delivering strong customer service, solving problems effectively, and supporting continuous improvement in care processes.

What you will do

• Support the admissions process by interviewing residents, families, or authorized representatives and collecting the information and signatures needed for admission.
• Help prepare for incoming residents by making sure rooms are ready and admission packets are available.
• Receive and manage new admission inquiries, maintain accurate bed availability records, and provide tours to prospective residents and visitors.
• Build positive working relationships with patients, families, community agencies, and coworkers to support smooth admissions and ongoing care.
• Follow up with customers after discharge by phone and escalate important concerns to the Social Services Director and Administrator.
• Help residents understand and complete advance directives and advance care planning, and ensure incapacitated residents have a designated health care decision-maker.
• Refer residents and families to outside social service agencies when needed, and coordinate with the Social Services Director to do so.
• Provide basic casework support such as counseling, encouraging family involvement, and addressing resident needs as appropriate.
• Prepare and maintain required documentation, including admission notes, social histories, and entries for significant concerns or events in the medical record.
• Assist with discharge planning and continuity of care, including transfer/discharge letters and non-coverage letters required by federal regulations.
• Support admissions administration such as pre-admission assessments, rate discussions, benefit verification, cost analysis, and related reporting.
• Help with financial planning needs, including disenrollment and Medicaid application support when requested or needed.
• Maintain communication with the business office and medical records team to help ensure census accuracy and proper managed-care payment handling.
• Represent the facility professionally and contribute to a positive public relations image in the community.
• Carry out any additional duties assigned by management.

Requirements

• High school diploma or equivalent is required.
• Prior experience in health care or clerical work is preferred.
• Working knowledge of casework processes, geriatric patient needs, medical environments, community social and health resources, and funding sources such as Medicare, Medicaid, and private insurance.
• Ability to recognize and respond to patients’ physical and psychosocial needs with sensitivity.
• Strong listening skills and the ability to follow both verbal and written instructions.
• Self-driven, creative, positive, and willing to learn new methods and skills while working well in a team setting.
• Patience, good organization, assertiveness, and conscientiousness are essential.
• Professional appearance and a calm, respectful approach are expected.
• Must be able to handle emotionally difficult situations, including exposure to death and dying.
• Ability to cooperate effectively with coworkers and contribute to a supportive work environment.
• Comfort using computer systems, software applications, and general office equipment.
• Must meet local health regulations and may be required to complete pre- or post-employment physical exams, drug screening, criminal background checks, and reference checks.
• Willingness to attend in-service and educational programs to learn new procedures and stay compliant with regulations.
• Must protect resident health information and report any suspected or actual privacy violations to the Administrator.
• Physical capability to walk, sit, stand, reach, stoop, bend, lift, grasp, push, pull, and perform fine hand coordination.
• Ability to hear and respond to overhead pages and communicate clearly with residents, families, staff, vendors, and consultants.

Additional information

This role requires a neat, clean, and professional appearance, along with a consistently positive approach toward residents and employees. The job description is intended to outline the main responsibilities of the position and is not an exhaustive list; related or similar tasks may also be assigned as needed.

Department and reporting

Department: Social Services. Reports to: Admissions Director. Location: Trenton, FL.