Business Office Admission Coordinator

Waterville Residential Care Center is seeking an organized, dependable, and detail-oriented Business Office and Admissions Coordinator to support our skilled nursing facility’s onsite Business Office operations and new admission processes.

This position works closely with facility leadership, the Regional Admissions and Marketing Manager, and Elemental Management Group’s Revenue Cycle Management team. Responsibilities include completing admission paperwork, assisting residents and families with financial applications and Medicaid processes, managing Resident Trust/PNA accounts, handling deposits, and maintaining accurate resident financial records.

Our centralized Revenue Cycle Management team supports designated billing, collection, and financial functions, providing a collaborative structure for this onsite role.

What You’ll Do

Admissions and Resident Financial Support

• Work with the Regional Admissions and Marketing Manager to coordinate new admissions and complete required financial and administrative paperwork.

• Meet with residents and responsible parties to complete admission agreements and financial applications, obtain required signatures, and collect supporting documentation.

• Upload completed agreements, applications, and supporting documents into the resident chart in PointClickCare (PCC).

• Track outstanding admission paperwork, follow up on missing items, and communicate concerns promptly.

• Maintain accurate resident demographic, insurance, responsible-party, and financial information.

• Discuss copays, financial responsibility, insurance information, and documentation needs with residents and responsible parties.

• Support onsite Private Pay and NAMI collection efforts in coordination with the Revenue Cycle team.

• Maintain the facility’s Private Pay cash projections.

Medicaid Administration

• Assist residents and families with Medicaid applications, document collection, annual recertifications, and routine follow-up.

• Maintain Medicaid Pending tracking and communicate with county DSS, residents, families, facility leadership, and the Revenue Cycle team regarding case status and outstanding requirements.

• Review routine Medicaid correspondence, eligibility information, and payer changes, and escalate complex issues for additional support.

Cash Handling and Resident Funds

• Receive resident and responsible-party payments, prepare timely bank deposits, and maintain supporting documentation.

• Maintain facility petty cash in accordance with established policies and procedures.

• Manage onsite Resident Trust/PNA and Representative Payee responsibilities, including RFMS transactions, deposits, direct deposits, authorized disbursements, reconciliations, quarterly statements, and required reporting.

Facility Coordination and Documentation

• Participate in weekly Utilization Review meetings and communicate payer changes, coverage terminations, Medicaid status, and resident financial responsibilities.

• Coordinate with Admissions, Nursing, Social Work, Reception, facility leadership, and EMG Revenue Cycle Management.

• Maintain organized, accurate, confidential, and audit-ready records.

What We’re Looking For

We’re looking for someone who works well independently, communicates professionally, and follows through on multiple responsibilities and deadlines.

Qualifications include:

• High school diploma or equivalent.

• Strong organizational skills, attention to detail, and dependable follow-through.

• Comfort working with financial information and basic reconciliation.

• Strong communication and customer-service skills when working with residents, families, county agencies, and coworkers.

• Ability to protect confidential resident and financial information.

• Basic computer proficiency and willingness to learn new systems.

• Ability to prioritize time-sensitive admissions and Business Office responsibilities.

Experience in skilled nursing, healthcare Business Office operations, admissions, Medicaid, or resident accounts is preferred. Familiarity with RFMS and PointClickCare is helpful but not required.

A Collaborative Role

You’ll serve as a key onsite resource for residents and families, helping them navigate admission paperwork and financial matters while keeping Business Office processes organized and timely.

You’ll have the support of an experienced centralized Revenue Cycle Management team and work closely with the Regional Admissions and Marketing Manager and facility leadership.