WHAT DOES AN ADMISSIONS COORDINATOR DO?

Published: Nov 15, 2023 - An Admissions Coordinator efficiently manages fee waivers, admission packets, and communication with prospective students, ensuring timely responses and information sharing. Tracks and processes deposit payments and I-20 documentation, collaborating closely with the ISSS office for international student needs. Promotes undergraduate program sessions and supports law faculty by assisting enrolled students with admissions information, course administration, and accommodations, enhancing the academic experience for all.

A Review of Professional Skills and Functions for Admissions Coordinator

1. Admissions Coordinator Duties

  • Documentation Skills: Document information and communication with payer, patient, and family concerning estimated LOS, discharge planning, follow-up care recommendations, and insurance coverage.
  • Team Communication Skills: Communicate with the team to ensure clinical and financial outcomes are met within an appropriate length of stay, with effective use of resources and within established quality standards.
  • Patient Review Skills: Monitor that patients meet criteria for continued stay, including daily review of severity of illness, nursing and medical acuity, and intensity of care (3 hours of therapy per day).
  • Liaison Skills: Function as a liaison to the payer, Medicare, Medicaid, and other payers to negotiate and manage financial resources and ensure effective communication regarding the patient's treatment.
  • Payer Communication Skills: Contact the payer both verbally and in writing regarding the patient's initial assessment, progress, and outcomes.
  • Record Maintenance Skills: Maintain records (computer-generated and paper) as defined by hospital policies and procedures.
  • Special Instructions Documentation Skills: Document any special handling instructions and/or data noted by the payer in the patient's medical record 100% of the time and inform the interdisciplinary rehab team, patient, and family.
  • Compliance Monitoring Skills: Monitor and report unit compliance with the 60% rule.
  • Utilization Review Skills: Perform all aspects of utilization review for patient caseload and assist in managing the appeal of denials.
  • Payment Analysis Skills: Complete analysis of expected and actual payment received and investigate billing discrepancies.
  • Outcome Data Reporting Skills: Obtain and report outcome data.
  • Public Relations Skills: Conduct other duties including exhibiting and providing tours, promoting good public relations with patients, healthcare providers, and other involved individuals.
  • Educational Skills: Educate clients, family members or significant others, referral sources, hospital personnel, external payers, and external case managers on rehabilitation program benefits and services.

2. Admissions Coordinator Details

  • Data Collection Skills: Responsible for gathering, evaluating, and organizing patient demographic and clinical data for determination of appropriateness for admission to inpatient rehabilitation care.
  • Admission Review Skills: Reviews information with the Medical Director and/or unit management to determine appropriateness of admission and identify candidates who meet criteria and will benefit from program services.
  • Documentation Compliance Skills: Ensure required documentation (pre-admission screening assessments, post-admission physician evaluations, etc.) is completed timely and signed/authorized by a rehabilitation physician within required time frames.
  • Coordination Skills: Coordinate with IRF PPS Coordinator in identifying and communicating allowable comorbidities and expected length of stay to the rehabilitation team.
  • Cost and Reimbursement Assessment Skills: Identify expected costs and Medicare and insurance reimbursement.
  • Team Participation Skills: Participate as an active member in weekly team conferences.
  • Communication Skills: Collect, organize, and communicate evaluation findings to the rehab team to facilitate initiation of the plan of care.
  • Program Management Skills: In collaboration with the team, work towards effective management of program length of stay, resource utilization, and communicate plans for discharge disposition from the time of admit.
  • Insurance Verification Skills: Assess insurance benefits and obtain authorization if needed for admission to the inpatient rehab unit, performing ongoing utilization review as required during the stay.
  • Eligibility Verification Skills: Verify eligibility, coverage, deductibles, limitations, exclusions, and payments with primary and secondary payers.
  • Negotiation Skills: Negotiate approval for a client's stay.
  • Marketing and Networking Skills: Market and/or network with payers, referrals, and other healthcare agencies no less often than quarterly.
  • Client Relations Skills: Develop rapport with clients and family members or significant others.
  • Professionalism: Exhibit professional behavior as a facility representative.

3. Admissions Coordinator Responsibilities

  • Database Management Skills: Utilize the admissions database (UNITE) to input prospective student data and send event emails.
  • Fee Waiver Processing Skills: Process and administer fee waivers.
  • Viewbook Processing Skills: Process requests for viewbooks and send them via mail.
  • Email Management Skills: Manage office email inbox and respond to prospective student questions promptly.
  • Admissions Packet Preparation Skills: Prepare and mail admission packets.
  • Deposit Tracking Skills: Track admitted student deposit payments in Destiny One software.
  • International Documentation Skills: Track and process I-20 documentation for international students in collaboration with the ISSS office.
  • Program Promotion Skills: Communicate and promote undergrad programs information sessions, including promoting opportunities with the University’s pre-law programs.
  • Student Resource Skills: Serve as a resource for undergraduate students who are interested in or enrolled in the Minor.
  • Student Communication Skills: Communicate with enrolled undergraduate students on law school admissions information, curriculum information, and deadlines.
  • Faculty Support Skills: Support law faculty members teaching Law 3000 and Law 3050, including communicating with undergraduates regarding enrollment or course questions.
  • Exam Administration Support Skills: Support undergraduate exam administration, course administration, and coordination of disability accommodations.
  • Marketing Collaboration Skills: Work closely with the admissions and marketing teams to continually refine and improve Sora's messaging and positioning on marketing materials and initiatives based on prospective family feedback.

4. Admissions Coordinator Accountabilities

  • First Point of Contact Skills: Be the first point of contact (email, phone, in person, social media). Document all inquiries, actions taken and next steps.
  • Customer Service Skills: Provide outstanding customer service during all interactions with prospective students and Law School visitors.
  • Enthusiasm and Energy: Display a consistent level of high energy and enthusiasm for the Law School, current and prospective students, and the admission process.
  • Law School Knowledge Skills: Maintain knowledge of the Law School and current activities to provide the most accurate information to prospective students.
  • Resource Identification Skills: Identify University resources available to students and visitors.
  • Office Technology Skills: Utilize office technology fluently to ensure accurate data entry, reporting, and communication throughout the office.
  • Calendar Management Skills: Maintain office calendars and schedules for Admissions staff.
  • Office Maintenance Skills: Maintain office spaces, supplies, and inventory of materials, manage daily operational needs.
  • Filing System Management Skills: Maintain an organized hard-copy and electronic filing system for the department.
  • Payment Processing Skills: Process invoice payments and reimbursements.
  • Student Worker Supervision Skills: Assist in the supervision of student workers and assigning tasks.
  • Family Coordination Skills: Follow up and coordinate with prospective families over email and phone in the admissions processes.
  • CRM Documentation Skills: Keep detailed and accurate notes of all admissions-related activities in Hubspot, CRM.
  • Prospective Parent Engagement Skills: Engage prospective parents through the website and over the phone, representing the school well through timely, thoughtful, and individualized communication.
  • Team Collaboration Skills: Collaborate regularly with the admissions team to enroll prospective families.
  • Document Processing Skills: Process enrollment documents and onboard newly enrolled families.

5. Admissions Coordinator Functions

  • Billing Explanation Skills: Provide patients with a detailed explanation of the billing process.
  • Insurance Verification Skills: Handle verification of insurance benefits for customers.
  • Deductible Notification Skills: Notify customers of deductibles and co-insurance due.
  • Referral Coordination Skills: Contact primary care physicians in reference to referrals.
  • Insurance Follow-Up Skills: Regularly call insurance companies to follow up.
  • Payment Option Exploration Skills: Explore other payment options with customers and document account activity.
  • Prior Authorization Coordination Skills: Contact customers to obtain information needed to complete required prior authorization for testing.
  • Authorization Submission Skills: Complete, timely, and accurate identification and submission of prior and retro authorization requests to payors.
  • Client Interaction Skills: Interact with clients, insurance companies, patients, and sales representatives as necessary to request prior authorizations.
  • Scheduling Coordination Skills: Coordinate with Scheduling teams to ensure timely patient admission.
  • Customer Service Skills: Provide the highest level of customer service to internal and external clients.