Assisted Living Admissions Coordination Services
We run the full assisted living admit cycle from inquiry to move-in day. Lead intake, financial qualification, level-of-care assessment, fee disclosure, family communication, and move-in coordination. Staffingly coordinators work inside MatrixCare, ECP, Yardi Senior Living, and PointClickCare for single-building and multi-state ALF operators. 800+ providers trust us. Pilot in 2 weeks.
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0:48Your lead pipeline leaks. Your move-in cycle takes too long.
Three pressures quietly drain ALF operators every month. Sales counselors feel it on every tour that does not convert. Owners feel it in census numbers, occupancy gaps, and resident retention reports that show early move-outs at 60 to 90 days.
Lead-to-move-in cycle dragging past 30 days
When a family inquiry sits in the CRM for more than 48 hours without a callback, conversion drops by half. Tours get pushed, deposits stall, and competitors close the family before your sales counselor even calls back.
Financial qualification missed before deposit
If long-term care insurance, VA Aid & Attendance eligibility, or family payment capacity is not confirmed before the deposit, you book a move-in that never funds month two. Early discharge follows. Census drops. Bad debt grows.
Level-of-care assessment done after move-in
When the LOC assessment is completed after the resident arrives instead of before, the agreed monthly rate often understates true care needs. Rate disputes follow, family trust drops, and 60-day retention risk climbs sharply.
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 an assisted living admissions coordination service ?
An assisted living admissions coordination service is a remote admissions team that owns the entire lead-to-move-in cycle for your ALF community. The team picks up inquiry calls, qualifies financially before tour, schedules the level-of-care assessment, builds the move-in packet, and runs family communication from deposit through day-30 settle-in. Not a generic VA. A trained ALF admissions specialist working inside your CRM and your EMR.
What your assisted living admissions coordinator actually handles, day to day
Pick the admissions queues that hurt most. Your coordinator absorbs them. Your on-site sales counselor focuses on tours, family meetings, and referral source relationships.
Inquiry intake and lead qualification
Answers inquiry calls within 60 seconds during business hours, captures lead in your CRM, books the tour, and confirms financial fit before the tour date.
Financial qualification before deposit
Confirms long-term care insurance benefits, VA Aid & Attendance eligibility, family payment capacity, and rate-lock terms before the deposit lands in your account.
Level-of-care assessment scheduling
Schedules the LOC assessment before move-in, captures cognitive, ADL, and behavior baselines, and matches the resident to the right care tier to prevent post-move-in rate disputes.
Move-in packet assembly
Builds the full move-in packet including residency agreement, fee disclosure, physician statement, medication list, advance directives, and state-specific licensure forms.
Move-in day coordination
Confirms the move-in date with family, coordinates with maintenance and dietary, schedules the welcome visit, and notifies the director of nursing 48 hours before arrival.
Family communication cadence
Owns the family communication script from inquiry through day-30 settle-in. Tour confirmation, deposit receipt, move-in checklist, settling-in calls all logged in the CRM.
Retention risk handling
Flags early retention risk signals. Late deposits, missed LOC details, family hesitation on tour, and unaddressed sibling disputes are surfaced to the executive director before they become 60-day move-outs.
Multi-state operator support
For ALF groups operating across multiple states, your coordinator follows the building-specific licensure checklist so a Florida ALF and a Texas community get the right state forms every time.
Intake-trained coordinators, not generic VAs
Most outsourcing companies offer call-center agents and call them "admissions coordinators." We do not. Our ALF admissions specialists are trained on state licensure variation, LOC assessment workflows, fee disclosure rules, and the full family communication cadence before they ever touch a live ALF lead.
Intake-trained, not generic
Every coordinator passes an assessment on ALF state licensure variation, level-of-care assessment instruments, fee disclosure rules, residency agreement structure, and at least one major senior living platform from MatrixCare, ECP, Yardi Senior Living, or PointClickCare Senior Living 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.
How Staffingly works, in practice
Inside the workA trained Staffingly specialist works inside your existing platform, with clear escalation back to your team.
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 long does a typical lead-to-move-in cycle take with Staffingly?
Most ALF inquiries close to move-in between 14 and 28 days when admissions, financial qualification, and LOC assessment run in parallel instead of sequentially. Our coordinators answer inquiries within 60 seconds during business hours, book the tour within 48 hours, run financial qualification before the tour, and schedule the LOC assessment within 5 business days of deposit. Buildings that adopt the playbook typically see 30 to 40 percent shorter cycle times by month two.
How is financial qualification handled before the deposit?
Before any deposit is accepted, our coordinator confirms long-term care insurance benefits and elimination period, runs VA Aid & Attendance eligibility checks for veteran families, documents family payment capacity through standard intake questions, and locks the agreed monthly rate against the LOC tier. This is logged in your CRM and shared with the executive director so finance, sales, and care teams see the same numbers before move-in day.
How does level-of-care assessment scheduling work?
The LOC assessment is scheduled before move-in, not after. Our coordinator books the assessment with the wellness director or contracted nurse, captures cognitive baseline, ADL needs, behavior history, and skin integrity, and matches the resident to the correct ALF care tier. The assessment result drives the residency agreement rate so post-move-in rate disputes drop significantly.
How is family communication managed through the cycle?
Family communication runs on a documented cadence. Inquiry response within 60 seconds, tour confirmation within 24 hours, deposit receipt with welcome packet within 1 business day, pre-move-in checklist 7 days out, day-of move-in welcome, and a 30-day settle-in call. Every touch is logged in the CRM so the executive director and the on-site sales counselor see the same family history.
How is retention risk flagged before a 60-day move-out?
Early retention risk signals are flagged in real time. Late deposits, missed LOC details, family hesitation on tour, sibling disputes, and unaddressed care concerns are surfaced to the executive director the same day they appear. The community then runs a structured 30-day check-in conversation so concerns get answered before they become move-out notices.
How is multi-state ALF licensure variation handled?
Assisted living licensure varies by state. We maintain a building-specific intake checklist that maps each state's LOC assessment instrument, service plan format, fee disclosure rules, physician statement requirements, and resident rights notices. Your coordinator follows the building-specific checklist so a Florida ALF and a Texas community both get the right forms every time.
How much does Staffingly assisted living admissions coordination cost?
Per-FTE weekly pricing. $399 per FTE per week for single-building ALF operators, $349 per FTE per week for 3 or more FTEs across a mid-size group, and $299 per FTE per week for 10+ FTEs across a multi-state ALF network. No setup fees. No annual contracts. Flat weekly billing. Add or remove FTEs by the week.
How does the 2-Week Risk-Free Pilot work?
The pilot is 14 days of live ALF admissions coordination work at the same per-FTE weekly rate. Your coordinator answers inquiries, runs financial qualification, schedules LOC assessments, builds move-in packets, and handles family communication during the pilot. At day 14, you review cycle time, conversion rate, and family feedback. If the pilot does not work, cancel before day 14 and owe nothing. Most operators continue.
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.
