Summary of Duties

The Admissions Coordinator is responsible for coordinating patient flow through the admission process for our inpatient rehabilitation programs. The roles facilitates timely and accurate admissions to appropriate programs, supports effective bed utilization and helps maximize revenue opportunities through preferred accommodations. The Admissions Coordinator provides centralized intake, scheduling and navigation support for patients, families and referring partners and liaises closely with clinical teams to ensure accurate information, efficient transitions and a positive patient experience.

Key Responsibilities:

Pre-Admission Processes:

1. Process incoming referrals and applications in a timely manner.

2. Create and update pre-admission cases, including patient registration and OHIP/identity validation.

3. Review referral and admission documentation for completeness.

4. Coordinate and confirm admission dates and times with referring parties and update all relevant patient registration/bed flow systems.

5. Participate in meetings/huddles/rounds to review admissions, discharges and transfer and keep bed status and patient list current.

6. Monitor bed utilization and program capacity and flag issues or opportunities to support timely admissions and occupancy targets.

7. Update expected and unexpected discharges/transfers and communicate changes in bed availability to patient care units and key stakeholders.

8. Collaborate with inpatient units to support appropriate bed allocation and optimize patient flow, including during surge periods.

9. Liaise with patients and families regarding preferred accommodation and ensure financial and insurance information is complete and accurate.

10. Explain accommodation options and billing expectations and ensure completion and entry of required form in all necessary systems.

11. Support billing practices for non-OHIP and third-party payor patients by collecting and validating required documentation and clarifying processes as needed.

12. Respond to inquiries about admission criteria, application status and program information and direct patients, families and partners to appropriate resources.

13. Communicate admission criteria and processes to internal and external partners, providing clear instructions on referral and documentation requirements.

14. Prepare and distribute admission packages, pre-admission lists and census information to units and designated departments and stakeholders.

15. Maintain organized paper and electronic records, including filing, faxing and updating referral, accommodation and tracking systems and databases.

16. Work in accordance with hospital safety policies and procedures and perform other related duties consistent with the scope of the role.

Reporting and Monitoring:

1. Monitors out-of-accommodation lists and bed census reports daily, and participates in bed rounds to keep bed assignments and patient rosters current.

2. Updates expected and unexpected discharges and transfers in a timely manner and communicates current bed status and available beds to inpatient units and relevant leaders.

3. Supports in ensure information is up to date in all reporting systems for designated leaders to review.

4. Communicates admission criteria and processes to internal and external partners and gathers feedback to help identify trends or unusual referral patterns.

5. Responds to inquiries from patients, families, referring partners and the community regarding admission status and program information, and directs them to appropriate resources.

Liaison:

• Acts as a key contact for internal and external stakeholders to clarify referral details, admissions process, preferred accommodations and program requirements.

• Liaises with inpatient units and external partners to coordinate bed offers, admission timing and patient transfers.

• Collaborates with finance/patient accounts to ensure accurate collection and communication of insurance, billing and accommodation details.

Other:

• Other reasonable duties as assigned.

• Be aware of conditions and measures that may affect the safety of employees, patients, Sisters, students, volunteers, physicians and visitors including but not limited to: compliance with the safety standards of the Hospital and applicable legislation.

• Conduct their work in a safe manner; prevention, identification and reporting of safety issues and problems; taking corrective action, where possible; attendance at safety meetings / training / updates in accordance with the Hospital’s standards.

Please note: The above duties are representative but are not to be construed as all-inclusive.

Qualifications/Skills

• Minimum of O.S.S.D. high school diploma or equivalent. Post-secondary education in medical office administration including successful completion of an accredited medical terminology course required.
• Minimum two years’ experience in a hospital administrative assistant role.
• Intermediate ability in Microsoft Suite Applications (Word, Excel).
• Must have the ability to type 45 - 60 WPM with accuracy.
• Must have computer literacy that encompasses eectronic patient record (EPR) patient systems, word processing programs, and outlook.
• Must possess exceptional interpersonal skills to cope with the sizeable customer service component of the position.
• Must possess the ability to readjust priorities as necessary in a busy work environment.
• Evidence of good attendance, a satisfactory performance history and a discipline-free record required.