Director of Admissions & Census Development

Whitehall Borough Post Acute is a 166-bed post-acute care facility located at 505 Weyman Rd., Pittsburgh. Our positive reputation in the community is a testament to our incredible staff members.

What we offer:

• Hourly Compensation Salary Range
• $60,000- $75,000
• Full time employees:
  
  8 hours of PTO for your birthday
  
  Medical Insurance Regence BlueCross BlueShield of Utah
  
  Delta Dental
  
  VSP Vision
  
  401k through EMPOWER 2% company matching
  
  Accumulative PTO after 90-day introductory period
  
  Education tuition reimbursement program after 1 year of full-time Employment
  
  Employee appreciation events
  
  Same day pay through PayActiv* Gym, activity, & weight loss program discounts available
  
  Hinge health
  
  PT/PRN opportunities within PACS Facility network

Successful candidates will have the following: Ability to maintain all required continuing education

• Must be 18 years of age or older
• Clear Cisive Background Check- last 7 years reviewed
• Must meet the general health requirements set forth by the policies of this facility, which include a physical examination and 2-step PPD or equivalent.
• While performing the duties of this job, the employee is regularly required to sit, stand; walk and talk, read or hear
  
  Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a minimum height of 5 feet and be able to push, pull, move, and/or carry such weight a minimum distance of 50 feet.
• Experience with Point Click Care is preferred
• Compassion for a vulnerable population and willingness to advocate for patients
• Understanding of Patient Rights
• Must have patience, tact, a cheerful disposition and enthusiasm, as well as the willingness to handle difficult residents.
• Must not pose a direct threat to the health or safety of other individuals in the workplace.
  
  Must be able to cope with the mental and emotional stress of the position.

More about us:

As a member of the PACS network, you'll be part of America's fastest-growing network of post-acute care facilities. We pride ourselves on redefining healthcare through love, excellence, trust, accountability, mutual respect, and fun.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.

Position Summary

The Director of Admissions & Census Development is a key leadership position within the facility's Business Development and Admissions department. This position is responsible for overseeing the admissions process from initial referral through successful admission while supporting the facility's overall census-growth strategy.

The Director of Admissions & Census Development serves as the operational leader of the admissions function and directly supervises the Admissions & Referral Coordinator. The position requires a highly organized, responsive and self-directed individual who can effectively manage a fast-paced referral environment, prioritize competing demands, identify barriers and independently drive opportunities through completion.

The position works closely with the Director of Business Development, Director of Nursing, clinical leadership, Business Office and other facility departments to facilitate appropriate admissions and maintain strong referral-source relationships.

The department operates under a shared census goal. While the Director of Admissions & Census Development has individual performance expectations related to referral management, conversion and execution, overall census performance is a shared responsibility across the Business Development and Admissions team.

Essential Responsibilities

Referral & Admissions Management

• Monitor and manage incoming referrals across all applicable referral platforms and systems.
• Review referrals promptly and coordinate the initial screening process.
• Obtain and review available clinical, demographic and financial information necessary to evaluate referral opportunities.
• Recognize clinical questions or concerns requiring additional review and appropriately escalate them to the Director of Nursing or other clinical leadership.
• Communicate referral decisions and requests for additional information to hospitals, case managers, families and other referral sources in a timely and professional manner.
• Maintain accurate and current referral statuses throughout the admissions process.
• Ensure every active referral has a clearly identified next step.
• Proactively follow up on pending referrals and identify opportunities to recover referrals that were not initially converted.
• Track and document reasons for declined or lost referrals.
• Coordinate the admissions process from acceptance through admission.
• Identify and resolve barriers that could delay or prevent an admission.
• Ensure appropriate communication and handoff to nursing, business office and other departments prior to admission.

Census Development

• Maintain daily awareness of current census, anticipated admissions, anticipated discharges and active referral opportunities.
• Work collaboratively with the Business Development team to support the facility's shared goal of maintaining at least 95% occupancy.
• Maintain an accurate admissions pipeline and communicate anticipated census changes to leadership.
• Identify trends, barriers and opportunities affecting census performance.
• Develop and execute strategies to improve referral conversion and minimize avoidable delays in the admissions process.
• Participate in regular census and business development meetings and provide meaningful updates regarding pipeline activity and anticipated admissions.

Insurance & Financial Coordination

• Oversee the insurance verification and authorization process in collaboration with the Admissions & Referral Coordinator and appropriate facility departments.
• Ensure insurance requirements, authorization needs and financial barriers are identified as early as possible.
• Coordinate with the Business Office and other appropriate departments to resolve insurance-related barriers.
• Ensure admissions are not unnecessarily delayed due to incomplete or unresolved financial information.
• Maintain appropriate documentation within required systems.

Tours & Conversion

• Schedule and conduct tours for prospective residents and families.
• Provide an informative, professional and welcoming experience that accurately represents the facility.
• Identify the needs, concerns and priorities of prospective residents and families.
• Follow up with prospective residents and referral sources following tours.
• Track tour outcomes and contribute to improving tour-to-admission conversion.
• Coordinate with the Director of Business Development on high-value or strategic prospects.

Referral-Source Relationships

• Maintain professional relationships with hospital case managers, discharge planners, social workers and other referral partners.
• Participate in hospital and community outreach as directed by the Director of Business Development.
• Conduct appropriate follow-up with referral sources regarding pending and completed admissions.
• Support referral-source appreciation and relationship-building activities.
• Communicate referral-source feedback to facility leadership and identify opportunities for improvement.

Leadership & Supervision

• Directly supervise and provide day-to-day leadership to the Admissions & Referral Coordinator.
• Establish daily priorities and ensure assigned responsibilities are completed accurately and timely.
• Monitor referral follow-up, paperwork completion and admissions readiness.
• Provide coaching, training and feedback to the Admissions & Referral Coordinator.
• Ensure appropriate cross-training and competency across admissions systems and processes.
• Address performance concerns promptly and communicate significant concerns to the Director of Business Development.
• Create and maintain appropriate weekend and holiday admissions coverage in collaboration with the Admissions & Referral Coordinator.
• Lead by example in professionalism, urgency, accountability and customer service.

Technology & Systems

The Director of Admissions & Census Development is expected to become highly proficient in all systems necessary to perform the admissions function, including but not limited to:

• ExaCare
• CRM systems
• Allscripts
• PCC
• Referral platforms
• Insurance/authorization systems
• Other facility-specific technology and electronic systems

The position is expected to maintain accurate information across systems and serve as a resource and trainer for the Admissions & Referral Coordinator.

Reporting & Performance Management

The Director of Admissions & Census Development will maintain and report key admissions metrics, including:

• Current census and occupancy
• Admissions
• Referral volume
• Referral acceptance rate
• Referral-to-admission conversion
• Pending referrals
• Lost/declined referrals and reasons
• Tour volume
• Tour-to-admission conversion
• Anticipated admissions
• Anticipated discharges
• Referral-source activity
• Other metrics identified by facility leadership

The position will participate in regular department performance reviews and use data to identify opportunities for improvement.

Accountability & Ownership

The successful candidate is expected to demonstrate a high level of independence and personal accountability.

Employees in this position are expected to:

• Take ownership of assigned responsibilities from beginning to completion.
• Identify problems and proactively seek solutions.
• Prioritize effectively in a high-volume, fast-paced environment.
• Follow through without requiring repeated reminders or routine prompting.
• Communicate barriers promptly and appropriately.
• Ask for assistance when a matter requires clinical, financial or leadership expertise.
• Bring potential solutions—not simply problems—to leadership.
• Demonstrate urgency when responding to referral and admissions opportunities.
• Maintain a positive, professional and solution-oriented attitude during periods of high volume or stress.

The Director of Admissions & Census Development should be a "figure it out" leader who can independently manage the admissions function while knowing when to appropriately involve leadership.

Weekend & Holiday Expectations

This position requires participation in a rotating weekend and holiday admissions coverage schedule based on facility needs.

The Director of Admissions & Census Development is expected to work collaboratively with the Admissions & Referral Coordinator to ensure appropriate coverage and continuity of admissions operations outside of the standard Monday-Friday schedule.

Qualifications

Required

• Previous experience in healthcare admissions, skilled nursing, post-acute care, hospital discharge planning, healthcare marketing/business development or a related field.
• Strong understanding of the healthcare referral and admissions process.
• Ability to understand and appropriately communicate basic clinical information.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to work effectively in a high-volume, fast-paced environment.
• Strong computer and technology skills.
• Ability to learn and utilize multiple electronic systems.
• Demonstrated ability to work independently and make sound decisions.
• Strong customer service and relationship-building skills.

Preferred

• Previous skilled nursing or post-acute admissions experience.
• Previous supervisory or leadership experience.
• Experience working with hospital referral sources.
• Experience with ExaCare, PCC, Allscripts, CRM or similar healthcare systems.
• Experience with insurance verification and authorization processes.
• Experience with census development or healthcare business development.

Ideal Candidate Profile

The ideal candidate is:

• Ambitious
• Self-motivated
• Competitive in a healthy and professional manner
• Highly organized
• Fast and responsive
• Confident
• Comfortable making decisions
• Comfortable communicating with hospital professionals and families
• Solution-oriented
• Detail-oriented
• Technologically capable
• Adaptable
• Calm under pressure
• Accountable
• Comfortable working independently
• Passionate about achieving measurable results

The ideal candidate does not wait to be told what needs to be done. They recognize opportunities, take initiative and follow through.

Performance Expectations

The Director of Admissions & Census Development will be evaluated based on both individual performance and contribution to the department's shared goals.

Department Goal

Maintain an average occupancy of at least 95%.

Individual Performance Areas

Performance will be evaluated using measurable indicators including, but not limited to:

• Timeliness of referral response and follow-up
• Referral pipeline management
• Referral-to-admission conversion
• Tour-to-admission conversion
• Accuracy and timeliness of admissions documentation
• Insurance and authorization coordination
• Timeliness of admission preparation
• Accuracy of reporting and system documentation
• Effective supervision of the Admissions & Referral Coordinator
• Weekend and holiday coverage
• Referral-source communication and relationship management
• Initiative, problem-solving and follow-through
• Contribution to overall department census performance

Position Philosophy

One Team. One Census Goal.

Every member of the Business Development and Admissions department contributes to census growth in a different way. The Director of Admissions & Census Development is responsible for ensuring that referral opportunities are handled with urgency, accuracy and accountability and that the admissions pipeline remains strong, organized and moving forward.

Success in this position means that opportunities do not fall through the cracks, barriers are addressed proactively, the admissions team operates efficiently and leadership has clear visibility into the facility's census pipeline.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift and/or move up to 25 pounds. Prolonged use of a desktop or laptop computer. While performing the duties of this job, the employee is regularly required to sit, stand, walk, and talk, read, or hear. Frequent use of all office-related equipment to include; copier/scanner/fax, telephone, and calculator. May be necessary to assist in the evacuation of residents during emergency situations.

Work Environment

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. The noise level in the work environment is typically low to moderate.

Additional Information

Note: Nothing in this job specification restricts management's right to assign or reassign duties and responsibilities to this job at any time. Critical features of this job are described under various headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. The above statements are strictly intended to describe the general nature and level of the work being performed. They are not intended to be construed as a complete list of all responsibilities, duties, and skills required of employees in this position.

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected status.