Admissions Office Support Specialist

6 days ago

Sugar Land, United States Hope Community Resources, Inc Full time

Job Summary:

The Admissions Coordinator - Patient Access Specialist will serve as the lead support person for the Admissions Department, providing support for the facility's admissions process. This role will be responsible for managing referrals, intake, verification, pre-certification, and admissions processes, as well as conducting or arranging for facility tours.

Key Responsibilities:

  • Serves as lead support person for the Admissions Department, providing support for the facility's admissions process.
  • Manages referrals, intake, verification, pre-certification, and admissions processes.
  • Conducts or arranges for facility tours.
  • Makes recommendations to the Admissions Manager regarding hiring and performance management of staff, where applicable.
  • Serves as a back-up to the Admissions Manager.
  • Performs other related duties as assigned.

Responsibilities:

  • Lead Role:
    • Serves as lead support person for the Admissions Department.
    • Makes recommendations to management regarding hiring and performance management of staff, where applicable.
    • Orients new intake specialists upon hire and meets ongoing training needs of the staff.
  • Pre-Admission Process:
    • Collects referral demographics, including referral source, call-back number, patient name, hospital/room number, diagnosis, insurance coverage, anticipated discharge date and time, and referring physician.
    • Contacts Clinical Liaison with referral information.
    • Follows up and documents all referrals within one hour of receipt or as soon as possible.
    • Ensures that each referral is accurately documented.
    • Logs in all referrals/inquires on the daily log.
    • Gathers data from referral source/patient and initiates intake form.
    • Verifies insurance benefits and follows Verification of Benefits Policy & Procedure.
    • Obtains pre-certification when necessary.
    • Ensures accurate bed board and census maintenance.
    • Follows admission process matrix as assigned.
  • Admission/Registration Process:
    • Verifies that intake is complete.
    • Copies and distributes intake form and Clinical Liaison's pre-admission assessment (patient evaluation) form for nursing, therapists, case managers, and physicians.
    • Updates HMS with information.
    • Reviews admission papers with the patient to verify accuracy.
    • Copies all insurance cards for business office files.
    • Requests signature on proper documents, such as promissory notes, release of information, etc.
    • Distributes admission documents; makes copies of admissions papers and Clinical Liaison's patient evaluation and distributes to appropriate departments.
    • Orients patients and family member or caregivers as follows:
      • Explains all registration forms, rules, and procedures to patient and or family in a manner appropriate to the individual(s).
      • Makes family and patient aware of non-covered services and items, co-insurance, co-payments, and deductibles not covered by insurance.
      • Explains patient visiting hours and makes family feel welcome and comfortable.
      • Discusses family concerns and instructs family on resources for assistance during the hospital stay.
      • Assists patients in completing orientation paperwork prior to admission.
    • Updates missing information when patient registers and verifies accuracy of patient billing information.
    • Verifies insurance benefits and follows Verification of Benefits Policy & Procedure.
    • Registers patients in HMS and completes paperwork.
    • Obtains copies of all insurance cards and calculates amount patient payment responsibilities, other than insurance-covered service; collects co-payments as appropriate.
    • Assigns room and bed numbers and generates paperwork for chart, ID bracelet, and data cards for admission; makes patient folder for business office for use at discharge and forwards to business office.
    • Accurately enters transfers and discharges into system/databases for daily reports.
    • Maintains daily census, bed board, referral log, denial log, and medical transfer log.
    • Remains current on managed care and other insurance contracts held by Post Acute Medical; collects co-payment, as appropriate, and counsels patients on financial responsibility; assures the accuracy, completeness, and timelines of charge capture, per system, facility/department policies and procedures.
    • Accepts patient valuables; has valuables placed in safe and documents placed into patient folder.
  • Support Function:
    • Works as a team player with other staff to facilitate the smooth operation of the Admissions Department.
    • Maintains referral log to create the following reports: monthly referral admit report, physician referral report.
    • Ensures that proper documentation is sent to all necessary departments prior to patient admission.
    • Participates in in-service educational activities and department meetings.
  • Qualifications:
    • A High School diploma or equivalent is required.
    • Business or Technical School is preferred.
    • Medical terminology and knowledge of process of insurance verification is required.
  • Experience:
    • At least one year experience in a medical office position or in a healthcare registration function.
  • Knowledge, Skills, and Abilities:
    • Ability to input data accurately using various computer software programs.
    • Ability to accurately complete financial calculations.
    • Demonstrates excellent customer services and listening skills to understand customer needs.
    • Must exhibit attributes of a strong role model to establish relationships and work well with managers, referral sources, physicians, and staff to promote a positive attitude and environment.
    • Excellent proofreading and grammar skills.
    • Must have a good command of the English language.
    • Highly organized and detail-oriented.
    • Must be able to acquire and demonstrate knowledge of services and Post Acute's system programs and offerings.
    • Must be able to remain calm and level-headed in a fast-paced, multi-faceted environment with frequent interruptions.
    • Ability to follow directions accurately and timely, meet deadlines, identify priorities, and understand the need to be flexible in his/her work schedule to accommodate patient needs, to complete the registration process if approaching end of shift.
    • Ability to acquire knowledge of state, federal, and other regulatory agencies related to facility and patient care.
    • Ability to follow through on issues related to insurance verification/approval of benefits.

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