Memory Care Admissions Coordination Services
We run dementia-specific admissions for secure-unit memory care communities. Cognitive assessment scheduling, behavior history collection from family interviews, secure-unit licensure variation, family expectation setting, and discharge contingency planning for hospice and behavioral escalation. Staffingly coordinators work inside MatrixCare, ECP, Yardi Senior Living, and PointClickCare. 800+ providers trust us. Pilot in 2 weeks.
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0:48Memory care admissions are heavier. Your family conversations take longer.
Three pressures hit memory care communities harder than standard assisted living. Sales counselors feel it on every family meeting. Owners feel it in census, behavioral incident reports, and the 90-day discharge conversations that should have been prevented at admission.
Dementia assessment incomplete before move-in
When the cognitive baseline, behavior triggers, and elopement risk are not captured before move-in, the care team builds a service plan from scratch in week one. Behavioral incidents follow, family trust drops, and the wrong secure-unit room assignment creates 30-day discharge risk.
Family expectations not set on tour day
Families coming to memory care often expect skilled nursing care, hospice-level support, or 24-hour 1:1 supervision. When expectations are not set on tour day, the gap shows up in week two, the family meeting gets emotional, and the next-of-kin starts looking at other communities.
Discharge contingencies missed at admission
Memory care residents progress. When the admission packet does not document hospice transition triggers, behavioral escalation thresholds, or skilled nursing handoff plans, the community ends up running emergency discharge conversations under pressure instead of pre-planned care transitions.
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 memory care admissions coordination service ?
A memory care admissions coordination service is a remote admissions team that owns the dementia-specific intake cycle for secure-unit memory care communities. The team gathers cognitive baseline, behavior history, elopement risk profile, and family caregiver background before move-in, then sets family expectations clearly on tour day and again at move-in. Not a generic ALF admissions VA. A trained memory care specialist who knows the difference between Alzheimer's, vascular dementia, Lewy body, and frontotemporal presentations.
What your memory care admissions coordinator actually handles, day to day
Pick the dementia-intake queues that hurt most. Your coordinator absorbs them. Your on-site memory care director focuses on family meetings, behavioral care planning, and staff coaching.
Cognitive baseline assessment
Schedules and captures dementia-specific cognitive assessments such as Mini-Cog, MoCA, or SLUMS based on community protocol. Documents the cognitive baseline before move-in for the service plan.
Behavior history collection
Runs structured family interviews to capture behavior triggers, sundowning patterns, wandering history, aggression history, and prior medication response. Builds the behavior plan from the family interview.
Secure-unit licensure verification
Confirms the building's secure-unit licensure status against state requirements, captures elopement risk score, and matches the resident to the right secure-unit room and roommate pairing.
Family expectation setting
Runs the structured tour-day expectation conversation. Explains what memory care does and does not provide, sets realistic 6-month and 18-month progression expectations, and documents family understanding in writing.
Memory care move-in packet
Builds the move-in packet including residency agreement, secure-unit disclosure, behavior plan, advance directives, dementia-specific physician statement, and POLST or MOLST where required.
Discharge contingency planning
Documents discharge triggers at admission. Hospice transition criteria, behavioral escalation thresholds requiring psych evaluation, and skilled nursing handoff conditions logged before move-in day.
Hospice transition coordination
When the resident enters end-stage dementia, the coordinator runs the hospice election conversation, contacts the preferred hospice agency, and coordinates the room conversion to hospice-friendly setup.
Family communication cadence
Owns the heavier memory care family communication cadence. Weekly status calls in month one, biweekly in months two and three, then monthly. Every behavioral incident logged and shared same day.
Intake-trained coordinators, not generic VAs
Most outsourcing companies treat memory care admissions like a heavier ALF intake. We do not. Our memory care specialists know dementia subtypes, secure-unit licensure variation, behavior plan structure, and family expectation setting before they ever touch a live memory care lead.
Intake-trained, not generic
Every memory care coordinator passes an assessment on dementia subtype identification, cognitive assessment instruments including Mini-Cog, MoCA, and SLUMS, secure-unit licensure variation by state, behavior plan structure, hospice transition criteria, 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
Which dementia assessment tools do your coordinators capture before move-in?
Our coordinators capture the cognitive baseline using whichever instrument your community uses as standard. The most common are Mini-Cog for quick screen, MoCA for moderate-detail baseline, and SLUMS for VA-affiliated communities. The score is documented in the EMR, attached to the move-in packet, and shared with the wellness director so the service plan reflects actual cognitive status on day one rather than guesswork in week two.
How is secure-unit licensure variation handled across states?
Secure-unit licensure rules vary by state. Some states require physical wander-guard systems, some require staffing ratios, some require dementia-specific staff training hours per year. We maintain a state-by-state secure-unit licensure checklist so your coordinator confirms the building's licensure status, the resident's elopement risk score, and the correct room match for the licensed unit before move-in day.
How do you set family expectations on tour day?
Families coming to memory care often expect skilled nursing care, 24-hour 1:1 supervision, or hospice-level support. On tour day, our coordinator runs a structured conversation that explains what memory care does provide, what it does not, what the 6-month progression typically looks like, what the 18-month progression typically looks like, and when hospice or skilled nursing handoff usually becomes the right step. Family understanding is documented in writing and signed at the residency agreement.
How is behavior history collected from family before move-in?
Behavior history is gathered through a structured family interview before move-in. Our coordinator captures sundowning patterns, wandering history including time of day and triggers, aggression history including verbal versus physical, prior medication response including any failed psychotropic trials, and shower or dressing resistance patterns. This becomes the foundation of the behavior plan on day one, not week three.
Which discharge contingencies do you document at admission?
Three discharge contingencies are documented at admission. Hospice transition criteria such as 6-month prognosis, refusal to eat, or rapid functional decline. Behavioral escalation thresholds such as repeated physical aggression toward staff or other residents requiring psych evaluation. Skilled nursing handoff conditions such as 24-hour skilled need, IV therapy requirement, or wound care beyond the community's licensure. These are logged in the admission packet and reviewed with family in writing.
How is hospice transition timing handled when a resident progresses?
When the resident reaches the documented hospice transition criteria, the coordinator runs the hospice election conversation with the responsible party, contacts the preferred hospice agency from the family record, schedules the hospice nurse evaluation, and coordinates room conversion to a hospice-friendly setup. The transition typically completes within 3 to 5 business days when the family record is complete at admission.
How much does Staffingly memory care admissions coordination cost?
Per-FTE weekly pricing. $399 per FTE per week for single-building memory care communities, $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 memory care 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 for memory care?
The pilot is 14 days of live memory care admissions coordination work at the same per-FTE weekly rate. Your coordinator handles inquiries, schedules cognitive assessments, runs family interviews for behavior history, sets family expectations on tour day, and builds move-in packets during the pilot. At day 14, you review move-in quality, family feedback, and behavior plan completeness. 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.
