Admissions Coordinator at Wellsential Health in Mission, TX

The Admissions Coordinator plays a key role in creating the first impression of a facility and helping patients/ residents and families feel confident in their next step of care. This position supports the Admissions Director and Clinical Liaison team throughout the pre-admission, admission and follow-up process, ensuring each transition into the facility is smooth, welcoming, and well-coordinated. The Admissions Coordinator helps guide families through important decisions, supports census growth, and works closely with clinical and operational teams to deliver an exceptional experience from the very first inquiry.

Success in this role requires urgency, organization, strategic thinking, and the ability to collaborate effectively with clinical and leadership teams. The ideal candidate understands the importance of census growth and sustainability, and is energized by turning opportunities into admissions while maintaining an exceptional experience for patients/ residents and families.

If you are relationship-driven, results-focused, and motivated to contribute to a thriving, high-achieving team, we invite you to bring your expertise to a community where performance and purpose go hand in hand

Responsibilities

• Responsible to assist the Admission Director in developing census and quality mix by providing prospective residents and/or responsible parties with appropriate information to assist in their decision
• Assist Admissions Director and/ or Administrator with completing and implementing the facility 30/60/90 day sales plan that outlines at least the following areas:
• A list of current referring hospitals and potential hospitals to target in marketing plan
• A listing of current competition and our comparison (strength/weaknesses) to them
• Plans for at least quarterly community special events for the next 3 quarters
• A plan for increasing or maintaining overall census, M2 census and referral relationships
• Tentative plans for a specialty program within the facility
• Handles phone inquiries, tours and the timely and accurate completion of admissions paperwork
• This position will ensure a smooth transition from the home or hospital to the facility with clear communication to all necessary departments
• Handles walk-in or telephone inquiries and invites referral source to facility; Gathers nursing information from central admissions (when applicable), referral sources and clinical liaisons
• Follows-up on inquiries by conducting tours of the facility, completing inquiry forms for admission paperwork, and providing all inquiries with collateral about the facility
• Reviews a list of unoccupied beds and makes preadmission reservations according to type of case and accommodation required daily and as necessary
• Ensures that a model room is maintained in the facility and is tour ready. To notify appropriate departments when deficient
• Ensuring a smooth patient transition to the facility, overseeing the timely and accurate completion of admission agreements and welcome packets, accurate communication to the clinical team and other department heads
• Develop and maintain relationships with existing customers within the general community and develop new referring relationships within the medical professional community to include but not limited to area physicians, social service departments, hospital discharge planners, governmental agencies, and other professionals or groups that may influence inquiries
• Communicate with same for the purpose of educating and building awareness of the facility's scope of services
• Manage and train the internal backup sales/admission team on inquiries, tours and closing skills and customer-oriented completion of the Admissions Agreement and Welcome packet
• Promote facility services, including nursing and therapy services
• Follow company sales cycle process
• Cold call/ Make appointments to potential referral sources – close the call/follow up plan
• Product, Service and Benefit Knowledge: must understand and be able to explain products, services and benefits offered by facility to referral sources, potential residents family members and other inquirers
• Skills for screening Residents for Admission: be able to review a potential resident’s chart and explain to a licensed nurse some of the reasons the facility would or would not be able to admit the potential resident
• Read and familiarize self with Nursing Home regulations
• Read and understand the past facility surveys and 5-star rating system and be able to explain to the Administrator how you would explain the survey process and results along with the 5-star rating system to both a potential resident family and also to the referral source
• To able to understand and explain financial eligibility to a referral source, potential referral or a family member
• To be able to screen a potential referral utilizing the clinical and financial grids
• Uses Referral Screening form to screen residents when applicable
• Ensure PASSR is completed upon admission
• The sales staff should be responsive to calls from hospitals regarding potential admissions and respond to these calls within 30 minutes
• Input demographic, financial and waitlist information into Electronic Medical Director for all referrals
• Maintain and update Admissions Team Meeting form daily
• Assist with implementing policies and procedures pertaining to inquiries, tours, admissions
• Completes Customer Service QA form and provides to appropriate facility, regional and corporate teams when complaint from assigned account including but not limited to case managers, social workers, physicians, patients and family members of patients
• The sales team should plan at least one community invited special event each quarter. This can be a scheduled resident activity that is open to the community and not just for resident families.
• Stay current and familiarize self with current healthcare and community trends including but not limited to Alternative Payment Models and changes in accounts, competitors or healthcare community
• Responsible for the completion of Admissions Surveys and scorecard.
• Assisting with maintaining and implementation of the facility customer service program and objectives to include but not limited to customer service orientation for new and current employees
• Attend daily huddle calls with regional team
• Participates in off hour, holiday and weekend on call duty as assigned
• Other duties as assigned.

Qualifications

• High School diploma, bachelor's degree preferred
• Must possess excellent customer service and interpersonal skills.
• The ideal candidate will have problem solving and decision-making abilities.
• Will possess the ability to work well with an interdisciplinary team.
• Sales and customer service experience required
• Experience working in a skilled nursing facility is desired.

About the Team

Based in Victoria, Texas, Regency Integrated Health Services is the management company supporting Wellsential Health (a skilled nursing nonprofit), Nurse Practitioner Services of Texas, Texas Independent Health Plan, and Senior Solutions Pharmacy. Regency combines strong operational capability with local expertise, allowing each location/company to provide a personal, genuine experience rooted in compassion and community connection.

At Regency, we invest in our people so they can provide exceptional care. Guided by our core values — THE CROWN: Trust, Honesty, Excellence, Compassion, Respect, Ownership, Wellness, and Nurturing — we focus on supporting our patients and residents, creating peace of mind for families, developing our team members, and serving as a trusted partner in our communities.

If you are looking for more than just a job — if you want to be part of a purpose-driven organization that values people, integrity, and growth — Regency Integrated Health Services is the place to build your career and make a meaningful difference.

About the Company

Regency Integrated Health Services, Wellsential Health, Senior Solutions Pharmacy, Nurse Practitioner Services of Texas, and Texas Independent Health Care Plan are all an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability status, national origin, veteran status or any other basis covered by appropriate law. All employment decisions are based on legitimate, non-discriminatory criteria.