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The County of DuPage
Wheaton, Illinois

Job Details for 4371 - Admissions Coordinator

Job Description

FLSA STATUS:    Non-Exempt
GRADE:    111

Under general supervision; performs work of moderate difficulty coordinating and conducting admissions and related marketing activities for the Care Center, performs related work as required.

An employee in this class is responsible for the assessment and evaluation of applicants to ensure the appropriate level of care upon admission. Work involves the coordination of the entire admissions process.  General supervision is received from the Assistant Administrator.

The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
•    Coordinates and implements admission programs
•    Develops and recommends new and revised admitting practices and guidelines
•    Serves as first contact with families and referring hospitals/agencies regarding possible admissions, establishes a rapport with the client, and conducts follow-up as necessary
•    Represents the facility to community partners in the field
•    Works closely with families and medical professionals in assessing the appropriateness of admissions and the applicant’s health care needs
•    Compiles clinical information for review by Registered Nurse (RN) prior to admission
•    Assists in coordination of financial clearance prior to admission
•    Understands and interprets guidelines regarding Medicare, insurance, and rehabilitation
•    Obtains necessary insurance and payer source information information from applicants
•    Ensures that admission records are accurately established and maintained for residents
•    Completes applications, contracts, and financial paperwork with residents and/or family members
•    Distributes contract paperwork to appropriate departments
•    Participates and coordinates bed management processes to ensure availability of appropriate beds
•    Performs data entry into the facility database
•    Serves as a liaison to other staff departments, township offices and other outside agencies
•    Tracks statistical information regarding short and long term admissions
•    Performs follow-up with clients, family members and referral agencies
•    Assists in coordinating marketing events and activities to provide information regarding Care Center services
•    Develops and distributes informational brochures and associated materials
•    Participates in facility-wide quality improvement initiatives and projects
•    Provides tours of the facility to prospective residents and family members; participates in facility-wide quality improvement initiatives and projects
•    Maintains regular attendance and punctuality

•    Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned.
•    Depending on assignment may maintain required emergency management training, licensure and/or certifications.
•    Performs related duties as required or assigned within job classification.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
•    Admissions department terminology, operations, policies, and procedures
•    Long-term care and rehabilitation services offered by the Care Center
•    Rules and regulations affecting client eligibility and assistance
•    Medical terms and conditions
•    Community resources
•    Current office practices, procedures and equipment
•    County policies and procedures
•    Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
•    Organizing and coordinating processes and related paperwork from start to completion
•    Managing work flow independently
•    Interviewing and counseling clients to obtain required information
•    Using computer hardware and software including word processing, spreadsheets, databases, email, etc.
•    Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
•    Plan, organize, manage and evaluate the work of the division to ensure efficient, timely and cost-effective services
•    Prioritize work
•    Manage projects and multiple priorities simultaneously
•    Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals
•    Plan, analyze and evaluate programs and services, operational needs and fiscal constraints
•    Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
•    Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
•    Ensure compliance with applicable federal, state, and local


Completion of a Bachelor’s degree in Healthcare Administration, Business Administration or related field, and two (2) years of related experience in a healthcare or administrative setting; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions. Some travel by automobile in all weather conditions to various medical facilities.

Must possess and maintain in good standing, a valid Illinois driver’s license.