Admissions Manager

Admissions Manager

Work with us at PAM Health Specialty Hospital of Sarasota

This position works under the direction of the Director of Business Development for LTACH facilities and the Corporate Director of Admissions for rehabilitation facilities. Coordinates hospital activities concerned with admissions and registration. Supervises Intake Specialist(s) - inpatient and outpatient, if assigned, IP Admissions Office Coordinator(s) and Business Office Specialist. Works closely with Clinical and Physician Liaisons to direct physician referrals and conversions and resolve customer service concerns. Performs other related duties as assigned or requested. This is an exempt position.

RESPONSIBILITIES

Referral Management

• Coordinates admission processes to achieve targeted census.
• Assists with prioritization of pre-admission assessment.
• Identifies referral-finding strategies (i.e., re-evals on medical denials).
• Notifies referral sources of bed availability.
• Develops relationships with referral sources.
• Facilitates the referral process.
• Initiates pre-admission assessment.
• Determines referral source admission timelines.
• Communicates referral source timelines to Clinical Liaison.
• Continuously monitors process improvement initiatives for the admissions area and makes recommendations for PI projects.
• Evaluates pre-admission insurance coverage and serves as the liaison between patients and insurance carriers to ensure understanding of coverage and hospital admission policies.
• Pre-certifies and/or authorizes patient admissions.
• Coordinates with case management to generate care plans and provide any information needed for admission approval.
• Facilitates referral conversions: Promotes fast-track assessment and onsite acceptance of patients. Obtains financial clearance for fast-track admissions Follows up with referral sources regarding medical approval or denial within one hour of Clinical Liaison’s pre-admission assessment. Meets 24-hour financial clearance for Medicare referrals. Insures that admissions are clinically and financially appropriate with Clinical Liaison and admitting physician. Assures denials are communicated and cleared by medical director and are signed off by administrator. Directs questionable admissions to the administrator and medical director.
• Notifies referring party and Clinical Liaison when admission is accepted or denied; documents all communications in log.
• Manages the referral throughout the admission process and proactively facilitates admission process: Contacts the referral sources to inform them when the patient has been accepted for admission and that a bed is available. Communicates regularly with referral sources regarding patient discharge status. Encourages patient transfers to PAM Health during regular business hours but maintains 24/7 referral and admit capability; actively contacts referring nursing floor/referral source. Assures referral source has all necessary transfer information. Coordinates after-hours transportation if necessary.
• Assigns patient room and admitting physician: Notifies Medical Director, Intake Specialist, Nursing staff, Case Management and Rehab Team of scheduled admissions by completing and distributing the admission notification.

Referral Database Management

• Manages admission data base, including HMS with referral information, and all required fields.
• Ensures completion of master patient intake log with referral information, date of admission or detailed reason for admission denials, documents referring physician, physician specialty and patient knowledge of PAM Health.
• Creates the following reports from the master log: daily census report, physician referral reports, collection log, managed care reports, and others as required.
• Maintains information for other referral sources in case of denials, and always gives options for referral sources and appropriately documents on log.
• Meets or exceeds referrals conversion timelines.
• Maintains bed board, pending list, denial log and medical transfers.

Department Management

• Leads census team meetings.
• Supervises business office staff to assure effective operation.
• Provides back-up services for the Intake Specialist during periods of increased workload or absence.
• Participates in educational activities and mentors admission department staff to ensure consistent levels of customer service and job proficiencies are attained.
• Plans and conducts departmental meetings at least monthly to keep employees informed about department, facility, and system to keep staff informed.

Leadership

• Inclusiveness: Promotes cooperation, fairness and equity; shows respect for people and their differences; works to understand perspectives of others; demonstrates empathy; brings out the best in others and in his/her team.
• Managing Staff: Coaches, evaluates, develops, and inspires staff. Sets expectations. Recognizes achievements. Effectively manages conflict. Aligns dept. goals with company goals. Provides feedback, group leadership. Delegates appropriately. Evaluations completed on time.
• Stewardship and Resource Management: Demonstrates accountability and sound judgment in managing company resources. Appropriate understanding of confidentiality and company values. Adheres to and supports company policies, procedures and safety guidelines.
• Problem-Solving: Identifies problems, involves others in seeking solutions. Conducts appropriate analysis. Searches for best solutions. Effectively and efficiently implements appropriate response to correct problem. Responds promptly and effectively to new challenges.
• Decision-Making: Makes clear, consistent decisions. Acts with integrity in all decisions. Distinguishes relevant from irrelevant information. Makes timely, appropriate decisions.
• Strategic Planning and Organizing: Understands company vision and aligns priorities accordingly. Measures outcomes. Uses feedback to redirect as required. Evaluates alternatives. Appropriately organizes complex issues to desirable resolution.
• Communication: Connects with peers, subordinate employees and all customers. Actively listens. Clearly and effectively shares information. Demonstrates effective oral and written communication skills. Negotiates effectively.
• Quality Improvement: Strives for efficient, effective, high quality performance in self and the department. Delivers timely and accurate results. Resilient when responding to matters that are challenging. Takes initiative to make improvements.
• Leadership: Motivates others. Accepts responsibility. Maintains high morale in department. Develops trust and credibility. Expects honest and ethical behavior of self and staff.
• Teamwork: Encourages cooperation and collaboration. Builds effective teams. Works in partnership with others. Is flexible. Responsive to the needs of others.
• Development: Maintains up-to-date skills through involvement with professional organizations or continuing education.

QUALIFICATIONS

Education and Training: High school diploma and three years transferable experience.

Experience: Minimum of three years experience in healthcare admissions/ registration setting; some supervisory experience preferred.

Knowledge, Skills, and Abilities:

• Ability to direct and motivate others in admission efforts.
• Knowledge of cost analysis techniques.
• Ability to supervise and train staff, including organizing, prioritizing, and scheduling work assignments.
• Understanding of and willingness to participate in budget preparation and fiscal management.
• Ability to foster a cooperative work environment.
• Ability to communicate effectively, both orally and in writing.
• Strong interpersonal and communication skills and the ability to work effectively with a wide multiple audiences (physicians, referral sources, patients, hospital staff) in a diverse community.
• Knowledge of in-patient admission criteria as they apply to appropriateness of admission.
• Knowledge of PPS and managed care reimbursement, requirements and standards.
• Demonstrable math skills to analyze and interpret financial/admission data and financial reports.
• Ability to identify and understand the technical requirements of Medicare and Medicaid in order to properly process admissions and obtain all needed information.
• Ability to relate well to the public and exhibit excellent customer courtesy skills.
• Ability to understand and demonstrate computer operations and ability to reason through problems and errors.

ABOUT US

PAM HEALTH (PAM) based in Enola, Pennsylvania, provides specialty healthcare services through more than 70 long-term acute care hospitals and physical medicine and rehabilitation hospitals, as well as wound clinics and outpatient physical therapy locations, in 17 states. PAM Health is committed to providing high-quality patient care and outstanding customer service, coupled with the loyalty and dedication of highly trained staff, to be the most trusted source for post-acute services in every community it serves. Its mission is to serve people by providing compassionate, expert care, and to support recovery through education and research.

Joining our PAMily allows you to work in a collaborative environment with colleagues and leadership with exposure to a variety of patient care levels. Aside from our competitive pay, generous paid benefit time, and excellent insurance options, you will also have opportunities for professional growth through our Education Advancement Program.

We are excited to learn more about you and hope that you consider joining us on a shared mission to improve the lives of others by being an integral part of our We Care Program. Please take a moment to visit us online at www.PAMHealth.com for a comprehensive look at how we're able to positively impact our local communities.

PAM Health does not discriminate and does not permit discrimination, including, without limitation, bullying, abuse or harassment, on the basis of actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status, or based on association with another person on account of that person's actual or perceived race, color, religion, national origin, ancestry, age, gender, physical or mental disability, sexual orientation, gender identity or expression or HIV status.