Resident Intake & Admissions Coordination Services
We run intake for every SNF, ALF, memory care, LTC, home health, and home care operator. From PASRR pre-admission screening to Medicaid pending tracking to MDS-aligned admission workflows, Staffingly intake coordinators work inside PointClickCare, MatrixCare, Net Health, HHAeXchange, and AlayaCare. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your admit cycle is slow. Your Medicaid pending pile is growing.
Three pressures quietly drain SNFs, ALFs, memory care, and home care operators every week. Admissions staff feel it on every late packet. Owners feel it in the census numbers, the leakage rate, and the cash that sits in Medicaid pending for months.
Slow admit cycle and referral leakage
When a discharge planner waits more than 4 hours for a bed decision, the referral often moves to the next building. Each lost admit is one week of revenue gone, and your hospital partners stop sending the easy referrals first.
Incomplete benefits verification on day one
Missing Medicare Part A days, unconfirmed managed Medicaid plan, or an unscreened PASRR Level II can stall an admission for days. F-tags 619, 620, and 621 link directly to resident assessment timing under 42 CFR 483.20.
Medicaid pending tracking that lives in spreadsheets
Pending applications, redeterminations, lookback documents, and county follow-ups sit in a shared workbook that nobody owns. Cash ages, write-offs grow, and the family room phone never stops ringing.
Tell us about your agency.
Send us your situation and our team will scope the right setup, usually within one business day. No obligation.
What is a resident intake and admissions coordination service ?
A resident intake and admissions coordination service is a remote intake team that works inside your EMR, follows your admission policies, and treats your referral sources, residents, and families the way your on-site admissions coordinator does. Not a generic VA. Not an answering service. A trained admissions specialist who happens to work from one of our secured facilities.
What your resident intake coordinator actually handles, day to day
Pick the intake queues that hurt most. Your coordinator absorbs them. Your on-site admissions director focuses on tours, family meetings, and referral relationships.
Referral intake and bed decisions
Answers hospital and community referral calls, gathers clinical packet, runs the bed availability check, and confirms acceptance within your target window.
Pre-admission screening (PASRR)
Triggers PASRR Level I and Level II screens for SNF admits per 42 CFR 483.20(k). Documents mental illness, intellectual disability, and related conditions findings before bed assignment.
Benefits verification on day one
Verifies Medicare Part A days, managed Medicaid plan, Medicare Advantage authorization, secondary insurance, and resident liability before the resident arrives.
Admission packet assembly
Builds the full admission packet including physician orders, history and physical, code status, advance directives, and 42 CFR 483.10 resident rights acknowledgement.
Medicaid pending tracking
Owns the pending list end to end. County follow-ups, lookback document collection, redetermination dates, and weekly status reports to the business office.
Room and bed management
Tracks bed availability, roommate pairings, isolation status, and discharge holds so the admissions director never quotes a bed that is not truly open.
MDS-aligned admission workflow
Feeds clean admission data into the MDS 3.0 admission assessment window so the MDS nurse meets the Admission Assessment Reference Date without rework.
Discharge planning coordination
Coordinates structured discharge planning, family communication, home health handoff, and DME orders so the next admit slot opens on time.
Intake-trained coordinators, not generic VAs
Most outsourcing companies offer call-center agents and call them "admissions coordinators." We do not. Our intake specialists are SNF, ALF, memory care, and home care trained, PASRR-tested, and EMR-certified before they ever touch a live admit packet for your building.
Intake-trained, not generic
Every coordinator passes an assessment on PASRR Level I and II, Medicare Part A benefit periods, managed Medicaid plans, MDS 3.0 admission timing, and at least one major EMR from PointClickCare, MatrixCare, or HHAeXchange before placement.
Stacked compliance posture
HIPAA + SOC 2 Type II + ISO 27001 + HITRUST. Plus alignment with 42 CFR 483.10 resident rights, 42 CFR 483.20 resident assessment, and the 45 CFR 164.514 de-identification standard for analytics. Ask your current vendor for proof of all four. We will wait.
2-Week Risk-Free Pilot
Industry offers no trial. We give you 14 days of live intake and admissions work at the same rate. Cancel before day 14, owe nothing. No annual contracts after.
Staffingly vs DIY in-house vs generic VA vs onshore BPO
The real cost math for a single full-time intake coordinator role at a mid-size SNF, ALF, or home care operator.
From "let's talk" to live in 1 to 2 weeks
Six steps. Each one is documented. Nothing is mysterious.
Discovery call (15 min)
Tell us which intake pain is loudest. PASRR delays? Medicaid pending pile? Slow admit cycle? Home health start-of-care? We map it on a shared call. No prep needed from you.
BAA + platform access
Business associate agreement signed. Role-based access provisioned in PointClickCare, MatrixCare, Net Health, American HealthTech, HHAeXchange, AlayaCare, AxisCare, or ECP.
Workflow shadow (2 to 3 days)
Your coordinator shadows your on-site admissions team in NJ, NY, TX, or FL. Referral scripts captured. Tone matched. Escalation rules locked. Bed-decision SLAs set.
Parallel pilot starts
Week 2 to 3. Your intake coordinator runs alongside your team. Daily 15-minute sync. You see every PASRR screen, every benefits check, every admit packet built.
Decision point (end of week 2)
Pilot results reviewed. Go or no-go. No penalty if you cancel. Most operators keep going.
Full handoff, cadence locked
Admit cycle time, Medicaid pending aging, and referral conversion KPIs in your inbox. Weekly review with your account lead. Monthly QA audit. Expansion paths discussed.
How your intake coordinator's day actually looks
A real shift, hour by hour. Times shown in your local time. We rotate coverage so your admissions phone is never dark during business hours.
Explore all resident intake & admissions coordination services
One Flat Weekly Rate. No Surprises.
Dedicated senior care schedulers at a fixed weekly cost. Per scheduler FTE, per week. No contracts, no minimums, no hidden fees.
Want to compare against an in-house hire? Use the savings calculator.
Frequently asked questions
How do you handle SNF pre-admission screening (PASRR)?
We follow 42 CFR 483.20(k). Every SNF admit triggers a PASRR Level I screen for mental illness, intellectual disability, and related conditions before bed assignment. When Level I is positive, we coordinate the Level II evaluation with the state PASRR authority and pause the bed decision until findings return. The result is logged in PointClickCare or MatrixCare and attached to the admission packet.
How is Medicare benefits verification done before the resident arrives?
Our intake coordinators run benefits verification within 4 hours of acceptance. We confirm Medicare Part A remaining days under the current benefit period, check for prior SNF stays inside the 60-day wellness window, verify managed Medicare Advantage prior authorization, and document secondary insurance. The verification is attached to the admission packet so billing has clean data on day one.
How does Medicaid pending tracking work for SNFs?
We own the pending list end to end. Every resident in pending status has a tracker entry that includes application date, county case worker, lookback documents collected, redetermination date, and current status. Coordinators call the county weekly, log responses in your EMR, and escalate to the business office before any pending case crosses 90 days.
How is ALF licensure variation across states handled?
Assisted living licensure varies by state. We maintain a state-by-state intake checklist that maps each state's level-of-care assessment, service plan format, fee disclosure rules, and physician statement requirements. For multi-state ALF operators, the intake coordinator follows the building-specific checklist.
What is different about memory care intake?
Memory care intake adds a cognitive assessment, behavior plan, elopement risk review, and secure-unit fit decision on top of the standard ALF workflow. Our coordinators gather the cognitive baseline, document behavior triggers from family interviews, and coordinate the secure-unit room assignment with the director of nursing before move-in day.
How do you manage room and bed availability across the building?
We work the live bed board in your EMR. Bed status, isolation precautions, roommate pairings, discharge holds, and pending admits are visible in one view. The intake coordinator never quotes a bed that is not truly open.
How is resident trust fund handling kept compliant?
Resident trust fund work is recorded in your EMR or trust system with every deposit, withdrawal, and balance change documented to the resident. Coordinators reconcile weekly, produce quarterly statements, and assemble the audit package on request. We follow 42 CFR 483.10 resident rights protections for personal funds and never act as a signatory on the account.
How does intake tie into MDS 3.0 admission scheduling?
The MDS 3.0 admission assessment has a fixed Admission Assessment Reference Date window. We feed clean admit data into your EMR on day one so the MDS nurse meets the ARD without rework. Key data including admit diagnoses, medications, code status, advance directives, and skilled service start time are entered before the MDS nurse opens the assessment. F-tags 619, 620, and 621 link directly to this timing.
President and CEO, Staffingly, Inc. 25+ years in IT consulting and healthcare BPO operations. One of the earliest US operators to set up an RPO/BPO delivery network in India. Leads AI-driven home care workflows that help agencies, home health providers, and multi-branch operators cut admin cost without compromising care.
