Admissions Coordinator

Location: Voorhees, NJ

About Us: Voorhees Pediatric Facility (VPF) is a Nationally recognized Pediatric Specialty Care center for Medically Fragile Children/Adolescents/Young Adults that offers 119 in-patient beds and the largest freestanding pediatric ventilator program in the country. VPF continues to be recognized as a leader in pediatric healthcare, and in 2013 VPF received the highest accreditation awarded by The Joint Commission. In addition, VPF has expanded to include The Bancroft School at Voorhees Pediatric Facility, Voorhees Pediatric Facility Medical Daycare, and Voorhees Pediatric Rehabilitation Services (VPRS). We are an equal opportunity employer.

Department: Therapeutic Recreation/Child Life

Position Summary: The Admissions Coordinator plays a crucial role in managing the admissions and redetermination process for a pediatric long-term care facility. This position oversees all aspects of admissions, from initial referral through final placement, ensuring a seamless and supportive experience for families. The Admissions Coordinator serves as the primary point of contact, guiding families through each step while maintaining compliance with NJ Medicaid, managed care, and commercial insurance requirements. Responsibilities include handling authorization appeals, conducting facility tours, and participating in admission and room change meetings. This role is essential in creating a welcoming environment for new residents and their families, facilitating a smooth transition into care. #V2

Key Responsibilities

• Manage and process all incoming referrals, assessing prospective residents' suitability based on healthcare needs and facility capabilities.
• Collaborate with the clinical team to evaluate admission eligibility and coordinate necessary approvals.
• Communicate with families and external case managers to facilitate smooth and efficient admissions.
• Conduct informative and compassionate facility tours, highlighting specialized services, resident amenities, and family-centered care.
• Serve as a knowledgeable resource for families, addressing questions and concerns regarding the transition into long-term care.
• Actively participate in admission and room change meetings, ensuring optimal placements based on resident needs and family preferences, fostering a supportive environment.
• Coordinate with clinical and administrative teams to ensure a smooth onboarding process for new residents.
• Oversee the Medicaid redetermination process for pediatric residents, ensuring continued eligibility.
• Assist families with required documentation, provide clear guidance on Medicaid requirements, and work proactively to prevent coverage lapses.
• Assist with the authorization and appeal process for NJ Managed Medicaid and commercial insurance, ensuring compliance with documentation and relevant insurance protocols.
• Work closely with billing and clinical teams to compile necessary documentation and assist with the appeal process for denied authorizations.
• Perform additional responsibilities as assigned to support the facility’s operations and improve the admissions process.

Position Qualifications:

• Associate or Bachelor’s degree in Healthcare Administration, Social Work or related field; preferred
• Experience in healthcare admissions, case management, or insurance coordination in a pediatric or long-term care setting
• Knowledge of NJ Medicaid and Managed Medicaid processes, including authorization, redetermination, and appeals
• Familiarity with commercial insurance regulations
• Exceptional communication and interpersonal skills, with the ability to provide compassionate support to families and work collaboratively with a multidisciplinary team.
• Strong communication, organizational, and problem-solving skills.
• Ability to support families with empathy and professionalism.

Physical Demands/Working Conditions:

• This position operates in a healthcare facility setting, requiring frequent interaction with families, residents, clinical staff, and external agencies.
• Full-time, primarily on site with standard business hours; flexibility may be required, including evenings, to accommodate family needs and ensure smooth admissions. Adherence to all HIPAA, Medicaid, and facility regulations is required.
• Works closely with interdisciplinary teams, including nursing, social services, and billing departments.
• Predominantly “moderate work” as defined by the Dictionary of Occupational Titles (DOT).

• May involve prolonged periods of sitting, standing, and walking, as well as occasional lifting of materials up to 20 lbs. However, reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.