LTC Resident Intake Coordination Services
We run long-stay LTC resident intake for SNFs and nursing facilities. Medicaid spend-down documentation, room and bed selection, MDS 5-day Admission Assessment Reference Date coordination, 42 CFR 483.10 resident rights acknowledgement, advance directive collection, and F-Tag 575 admission disclosure obligations. Staffingly coordinators work inside PointClickCare, MatrixCare, American HealthTech, and Net Health. 800+ providers trust us. Pilot in 2 weeks.
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0:48Long-stay intake is paperwork-heavy. Your F-Tag 575 disclosures are easy to miss.
Three pressures quietly slow down LTC resident intake at every SNF that runs long-stay beds. Admissions staff feel it on every Medicaid-pending admit. Owners feel it in survey deficiency citations, MDS late submissions, and the Medicaid spend-down conversations that should have happened at admission instead of month four.
Medicaid spend-down conversations skipped at admission
When the resident enters as private-pay LTC and the spend-down conversation is deferred to month three or four, the family is unprepared, the asset documents are scattered, and the application cycle stretches past 90 days. Cash sits in pending. Write-offs grow.
Wrong room or bed assigned at admission
When the intake coordinator does not know that bed 12A has a discharge hold, bed 14B is contact isolation, and bed 16 has a roommate with sundowning issues, the resident lands in the wrong room. Family complaints follow, room moves cost staff time, and the MDS 5-day ARD gets reset.
F-Tag 575 admission disclosure obligations missed
42 CFR 483.10(g)(17) requires written disclosure of resident rights, Medicaid and Medicare benefits, services included in the per-diem, services billed separately, and contact information for advocacy agencies at the time of admission. Missing pieces show up as F-Tag 575 deficiencies on annual survey.
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 LTC resident intake coordination service ?
An LTC resident intake coordination service is a remote intake team that owns the long-stay admission cycle for nursing facilities and SNFs running custodial-care residents. The team runs the financial conversation at admission, captures advance directives, completes the F-Tag 575 admission disclosure package, coordinates the MDS 5-day Admission Assessment Reference Date with the MDS nurse, and matches the resident to the right room and bed. Not a generic admissions VA. A trained LTC intake specialist who knows the difference between Medicare Part A skilled stay intake and a custodial LTC admission.
What your LTC resident intake coordinator actually handles, day to day
Pick the long-stay intake queues that hurt most. Your coordinator absorbs them. Your on-site admissions director focuses on tours, family meetings, and discharge planner relationships.
Medicaid spend-down conversation at admission
Runs the structured spend-down conversation at admission. Captures countable assets, exempt assets, look-back transfer history, and projected private-pay runway. Sets the Medicaid application timeline before private-pay funds run out.
Room and bed selection
Reviews the live bed board, isolation status, roommate pairings, discharge holds, and behavior compatibility. Matches the resident to a room that fits clinical and social needs on day one to prevent week-two room moves.
MDS 5-day ARD coordination
Feeds clean admit data into the EMR within the MDS 5-day window. Admit diagnoses, medications, code status, skilled service start time, and ADL baseline entered before the MDS nurse opens the assessment.
Resident rights acknowledgement
Walks the resident or responsible party through the 42 CFR 483.10 resident rights notice. Captures signed acknowledgement, ombudsman contact information sheet, and grievance procedure copy in the admission packet.
Advance directive collection
Collects existing advance directives such as living will, healthcare proxy, POLST or MOLST, and code status. Where missing, schedules the social work consultation within 5 business days of admission for the resident or responsible party.
F-Tag 575 disclosure assembly
Assembles the full F-Tag 575 admission disclosure package. Services included in the per-diem, services billed separately, Medicaid and Medicare benefit explanation, advocacy agency contacts, and signed acknowledgement filed in the chart.
Ombudsman notification
Where state regulations require ombudsman notification on admission, the coordinator triggers the notification through the state's portal or email system within the regulatory window and logs proof of notification in the chart.
Family liaison through first 30 days
Owns family communication through the first 30 days. Welcome call, care plan meeting scheduling, Medicaid documentation chase, and the day-30 settle-in check-in logged in PointClickCare or MatrixCare.
Intake-trained coordinators, not generic VAs
Most outsourcing companies offer call-center agents and call them "admissions coordinators." We do not. Our LTC intake specialists are trained on F-Tag 575 admission disclosure, 42 CFR 483.10 resident rights, MDS 5-day ARD timing, Medicaid spend-down conversations, and at least one major SNF EMR before they ever touch a live LTC admit.
Intake-trained, not generic
Every LTC intake coordinator passes an assessment on 42 CFR 483.10 resident rights, 42 CFR 483.20 resident assessment, F-Tag 575 admission disclosure requirements, MDS 3.0 admission assessment ARD timing, Medicaid spend-down rules including 5-year look-back, and at least one major SNF EMR from PointClickCare, MatrixCare, or American HealthTech 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 is the Medicaid spend-down conversation handled at admission?
The spend-down conversation runs at admission, not month four. Our coordinator captures countable assets including bank accounts, investments, and second properties, exempt assets including primary residence in some states, look-back transfer history for the 5-year window, and projected private-pay runway based on the facility's per-diem rate. The conversation produces a documented Medicaid application timeline so the family knows when applications start and what documents to gather.
How do you handle room and bed selection on admission?
Room and bed selection runs off the live bed board in your EMR. The coordinator reviews isolation status, roommate clinical and social compatibility, discharge holds, behavioral fit such as sundowning or hard-of-hearing pairing, and any documented family preferences. The resident is matched to a room that fits clinical and social needs on day one to prevent week-two room moves that reset MDS timing and frustrate families.
How does MDS 5-day Admission Assessment Reference Date coordination work?
The MDS 3.0 admission assessment has a fixed 5-day window from admission to set the Admission Assessment Reference Date. Our coordinator feeds clean admit data into PointClickCare or MatrixCare on day one. Admit diagnoses, medications, code status, advance directives, skilled service start time, and ADL baseline are entered before the MDS nurse opens the assessment so the ARD hits without rework. F-Tags 619, 620, and 621 link directly to this timing.
What does F-Tag 575 admission disclosure actually require?
F-Tag 575 ties to 42 CFR 483.10(g)(17). At admission, the facility must provide written notice of resident rights, services included in the per-diem, services billed separately, Medicaid and Medicare benefit explanations, ombudsman contact information, and advocacy agency contacts. Our coordinator assembles this package, walks the resident or responsible party through each piece, captures signed acknowledgement, and files the proof in the chart. Missing pieces show up as F-Tag 575 deficiencies on annual survey.
How are advance directives collected and documented?
Existing advance directives are collected at admission. Living will, healthcare proxy, durable power of attorney for healthcare, POLST or MOLST where state applies, and code status. Where directives are missing, our coordinator schedules a social work consultation within 5 business days for the resident or responsible party to consider directives. State law on POLST or MOLST varies, so the coordinator follows the state-specific protocol.
How is ombudsman notification handled?
Where state regulations require ombudsman notification on admission, our coordinator triggers the notification through the state's portal or email system within the regulatory window. Proof of notification is logged in the chart with timestamp. The resident also receives the printed ombudsman contact sheet as part of the F-Tag 575 disclosure package so the resident knows how to reach independent advocacy.
How much does Staffingly LTC resident intake coordination cost?
Per-FTE weekly pricing. $399 per FTE per week for single-facility SNFs, $349 per FTE per week for 3 or more FTEs across a mid-size SNF group, and $299 per FTE per week for 10+ FTEs across a multi-state SNF network or PE-backed group. 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 for LTC intake?
The pilot is 14 days of live LTC intake coordination work at the same per-FTE weekly rate. Your coordinator runs spend-down conversations, builds F-Tag 575 disclosure packages, coordinates MDS 5-day ARD timing, collects advance directives, and matches residents to the right rooms during the pilot. At day 14, you review packet completeness, MDS timing, and family feedback. Cancel before day 14, owe nothing.
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.
