Admissions & Marketing Coordinator

Location: Yampa Valley Healthcare Center
Department: Admissions & Marketing
Reports To: Administrator

Position Summary

The Admissions & Marketing Coordinator is responsible for managing the complete admissions process from initial referral through patient admission while developing and maintaining strong referral relationships throughout the community. This position serves as the primary liaison between hospitals, physicians, case managers, families, and the facility to ensure a seamless transition of care.

The ideal candidate is highly organized, customer-service focused, relationship-driven, and knowledgeable in skilled nursing, rehabilitation, long-term care, and insurance requirements. This individual is expected to proactively market the facility, maintain occupancy goals, and provide an exceptional experience for every prospective resident and family.

Essential Duties & ResponsibilitiesMarketing & Business Development

• Develop and maintain relationships with hospitals, physicians, discharge planners, case managers, home health agencies, hospices, assisted living communities, senior organizations, and other referral sources.
• Conduct regular in-person visits to referral partners.
• Represent Yampa Valley Healthcare Center at community events, networking opportunities, health fairs, and professional meetings.
• Create and implement marketing plans designed to increase referrals and occupancy.
• Monitor referral trends and identify opportunities for growth.
• Maintain referral databases and customer relationship management (CRM) systems.
• Promote the facility's services, specialty programs, and clinical capabilities.

Admissions Management

• Receive and respond promptly to all referrals.
• Review referral information for clinical and financial appropriateness.
• Coordinate with nursing leadership and the interdisciplinary team regarding admission decisions.
• Verify insurance eligibility, benefits, authorizations, and payer requirements.
• Communicate with referral sources regarding admission status.
• Coordinate transportation and admission logistics.
• Schedule and conduct facility tours for prospective residents and families.
• Serve as the primary point of contact throughout the admission process.

Patient & Family Experience

• Meet with residents and families to explain services, expectations, and admission requirements.
• Answer questions regarding Medicare, Medicaid, private insurance, managed care, and private pay options.
• Provide compassionate guidance throughout the transition into the facility.
• Ensure all admission paperwork is completed accurately and timely.
• Obtain required signatures and supporting documentation.
• Maintain confidentiality and HIPAA compliance at all times.

Administrative Responsibilities

• Complete all admission documentation and electronic medical record entries.
• Verify physician orders and required documentation prior to admission.
• Coordinate with nursing, therapy, dietary, social services, and other departments to ensure admission readiness.
• Maintain admission logs and census reports.
• Track referral outcomes and conversion rates.
• Prepare weekly and monthly marketing and admissions reports.
• Maintain accurate records in accordance with state and federal regulations.

Collaboration

• Work closely with the Administrator, Director of Nursing, Business Office Manager, Social Services, Therapy Department, and Clinical Team.
• Participate in morning meetings, census reviews, and interdisciplinary team meetings.
• Assist with customer service initiatives and resident satisfaction efforts.
• Support special projects and community outreach activities as assigned.

Qualifications

• Bachelor's degree preferred in Marketing, Healthcare Administration, Business, Communications, or related field.
• Minimum of two years of admissions, marketing, healthcare sales, or skilled nursing experience preferred.
• Knowledge of skilled nursing facility operations is highly preferred.
• Experience with Medicare, Medicaid, Managed Care, and commercial insurance verification.
• Strong understanding of hospital discharge planning processes.
• Excellent communication, negotiation, and relationship-building skills.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office and electronic medical record systems.
• Valid driver's license with reliable transportation.

Preferred Skills

• Healthcare marketing experience
• Customer service excellence
• Public speaking and presentation skills
• Time management
• Problem solving
• Conflict resolution
• Insurance verification
• Data tracking and reporting
• CRM management
• Professional networking
• Sales and business development
• Strong attention to detail

Physical Requirements

• Frequent local travel to hospitals and referral partners.
• Ability to sit, stand, walk, and drive for extended periods.
• Ability to lift up to 25 pounds occasionally.
• Ability to work occasional evenings or weekends for networking events.

Performance Expectations

Success in this position will be measured by:

• Meeting or exceeding facility census goals.
• Timely response to all referrals.
• Referral-to-admission conversion rate.
• Growth in referral relationships.
• Accuracy and completeness of admission documentation.
• Positive resident and family satisfaction.
• Compliance with all regulatory and HIPAA requirements.
• Professional representation of Yampa Valley Healthcare Center within the community.

Core Competencies

• Customer Focus
• Relationship Building
• Professional Communication
• Organization
• Initiative
• Accountability
• Integrity
• Teamwork
• Sales & Marketing
• Attention to Detail
• Critical Thinking
• Compassion & Empathy

Pay: $55,000.00 - $60,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person