Admissions Bottlenecks (and how to fix them)

Why Bottlenecks Happen in the First Place

Long-term care admissions involve dozens of steps, multiple teams, and shifting requirements.

When those steps aren’t coordinated by a true workflow management system, bottlenecks appear everywhere: in inboxes, spreadsheets, missing documents, unclear ownership, and staff juggling too many priorities.

Are these staff issues? No. These are workflow issues. Issues that can be fixed.

The Most Common Admissions Bottlenecks

Despite different facility sizes and markets, most operators face the same choke points.

1. Missing or incomplete paperwork

The admissions process stalls because no one knows what’s missing, who’s responsible, or whether the family received the right documents.

2. PASRR delays

State requirements sit on someone’s desk, get buried in email, or aren’t surfaced in time.

3. No real-time visibility

Leaders can’t see where each admission is stuck, which can delay revenue and increase compliance risk.

4. Too many tools

Teams switch between email, PDFs, shared drives, EHR notes, and spreadsheets. Each system introduces risk, delay, and drop-off.

5. Signature hunting

Families, hospitals, and internal teams play phone-tag and email-tag to get one final missing piece.

6. Multi-facility inconsistency

Every building runs admissions just a little differently, creating unpredictable timelines and varied resident experiences.

7. Manual tracking

Sticky notes, inbox reminders, and personal spreadsheets drive the process. Things slip.

None of these problems are solved by digital documents alone.

They’re solved by true admissions workflow management, delivered through purpose-built platforms like Reside Admissions.

What Bottlenecks Actually Cost

Admissions delays ripple across the organization:

• delayed move-ins
• missed referrals
• lost revenue
• frustrated families
• overwhelmed staff
• increased compliance risk
• uneven experiences across facilities

Most bottlenecks cost far more than the hours lost. They cost occupancy. And good staff.

How to Fix the Bottlenecks (The Modern Approach)

When admissions workflows becomes centralized, predictable, and visible, bottlenecks disappear:

• Task routing is automated. Every step is assigned automatically, with built-in accountability and reminders. No more guessing who’s up next.

• Missing requirements are surfaced instantly. The system flags incomplete documents and overdue items before they create delays.

• PASRR and compliance workflows are integrated. State-specific requirements trigger automatically and stay visible until resolved.

• Real-time visibility across all facilities is provided. Leadership sees exactly where every admission sits, where delays occur, and what needs intervention.

• Manual tracking is eliminated. No spreadsheets. No sticky notes. No handwritten lists. Everything lives in the workflow.

• Single-source-of-truth is coordinated. Email chains disappear. Families and facilities know what to do and when to do it.

This level of workflow management and control is exactly what platforms like Reside Admissions are built to provide.

Common Questions, Answered

Q: Why are our admissions so slow even with digital forms?

A: Because digital documents don’t coordinate tasks. The bottlenecks come from disconnected workflows, not the paperwork.

Q: Can these bottlenecks actually be eliminated?

A: Yes. Facilities using workflow automation cut delays by 60–80%, standardize processes across buildings, and can recover $300k+ a year through more captured referrals, increased productivity, and improved operational efficiency. Purpose-built platforms like Reside Admissions make this possible by centralizing every step of the admissions process.

What We Mean By...

Admissions Bottleneck

Any point in the admissions process where tasks stall due to manual coordination, unclear ownership, missing information, or fragmented tools. Bottlenecks slow move-ins, frustrate staff and residents, reduce occupancy, and create compliance risk. Bottlenecks are removed through admissions workflow management.

The Core Idea

Admissions bottlenecks come from the invisible, manual coordination behind paperwork – even digital paperwork.

When admissions run on email, PDFs, and spreadsheets, delays are guaranteed.

Admissions workflow management fixes bottlenecks at their source: by automating tasks, surfacing requirements, enforcing compliance, and giving real-time visibility across every facility.

Reside Admissions delivers this workflow automation, giving teams the consistency, control, and predictability that digital forms alone can’t provide.

The result is a predictable, efficient, resident-focused admissions experience that protects the business and restores time back to staff.