Keys to Effective Pre-Admission Screening

Keys to Effective Pre-Admission Screening

Ensuring that your facility is a good fit for prospective residents (and they are a good fit for your facility) is critical for delivering high-quality care and maintaining operational efficiency. A thorough and structured pre-admission screening process can facilitate smooth transitions for residents and minimize potential risks for your facility. Here are some best practices for conducting effective pre-admission screenings.

1. Gather Comprehensive Medical and Psychosocial Histories – This may seem obvious, but it is not uncommon for facilities to face challenges in obtaining necessary information before a resident is admitted. Communicate with acute care providers to ensure timely and effective information exchanges. Coordinate with case managers and discharge planners and use standardized intake forms. For residents admitting from the community, obtain records from primary care providers and specialists and involve family members or caregivers to fill in gaps.

Key Components:

• Collect detailed information about acute and chronic conditions, past surgeries, allergies, medications, etc.
• Assess the individual’s ability to perform activities of daily living (ADLs) such as transferring, dressing, and eating.
• Identify specialized equipment or service needs (e.g., bariatric, respiratory, palliative).
• Understand the resident’s mental health, social connections, and emotional needs to provide holistic care.
• Determine if the prospective resident’s needs can be met based on the Facility Assessment.

2. Conduct Face-to-Face or Virtual Interviews – Engaging directly with prospective residents and their families allows staff to clarify expectations, address concerns, and build rapport. In-person evaluation will also provide an opportunity to directly assess the prospective resident and their needs while confirming the accuracy of referral records. You may consider using video conferencing tools when in-person meetings are not feasible and including other team members such as social services and therapy staff when available.

Key Focus Areas:

• Explain the facility’s services, policies, and financial requirements.
• Confirm clinical/medical complexity and care needs, including identifying the need for skilled nursing care, rehabilitation, or custodial care.
• Identify any specific care preferences or cultural needs.
• Evaluate communication abilities and cognitive status.

3. Verify Financial Information and Payer Sources – Understanding the prospective resident’s financial situation helps avoid disruptions in care and ensures the facility’s economic stability. Work with financial counselors to guide families through complex payer systems and document all financial agreements.

Key Considerations:

• Identify payer sources (e.g., Medicare, Medicaid, private insurance, or self-pay).
• Confirm eligibility for government programs or long-term care insurance benefits.
• Discuss co-pays, deductibles, and out-of-pocket costs upfront.

4. Evaluate Safety and Risk Factors – Pre-admission screenings should use standardized assessment tools to identify potential risks to ensure the safety of both the prospective resident and the facility’s existing population.

Key Focus Areas:

• Behavioral risks such as aggression or elopement
• Infection risks, including recent communicable disease exposures.
• Fall risks and mobility limitations.

5. Engage the Interdisciplinary Team – A collaborative approach ensures a comprehensive evaluation of each prospective resident. Schedule regular team meetings to discuss complex cases and train staff on consistent evaluation methods and communication strategies.

6. Document Everything – Accurate documentation is essential for compliance, continuity of care, and risk management. Use electronic health records for streamlined data collection and maintain detailed notes on interviews, assessments, and eligibility determinations.

Additionally, it’s important to communicate clearly with prospective residents and their families regarding the admission process. Provide written materials outlining services, policies and procedures and offer contact information for follow-up questions. When admission is imminent, confirm all forms, consents, and agreements are signed, verify readiness of the designated room, and communicate admission details to the care team.

A thorough pre-admission screening process can ensure better outcomes for residents, improved staff satisfaction, and enhanced operational efficiency. Contact Proactive for assistance in elevating your admissions processes.

Contact Proactive to learn more about Five-Star Improvement support services and develop a road map to Five-Star success in 2025.