Admitting Assistant

Position Overview

The Admitting Assistant is responsible for welcoming patients and visitors to Meeker Memorial Hospital & Clinics (MMHC) and assisting with the registration and admission process. This position gathers and verifies patient information, completes registration paperwork, confirms insurance information, and ensures accurate and timely entry of patient data. The Admitting Assistant provides excellent customer service while maintaining patient confidentiality and helping create a positive experience for patients and their families. The position we are hiring is for a 0.8 FTE (64 hours bi-weekly), working every 4th weekend and every 4th holiday the PM shift.

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Position Summary

The Patient Access Admitting Assistant is a frontline administrative position responsible for facilitating the efficient and accurate admission of patients into the hospital. This role involves interviewing patients or their authorized representatives to obtain complete and accurate demographic, insurance, and identifying information required for admission and registration. The Admitting Assistant enters patient data into the hospital’s computer systems, generates registration documentation, and obtains required signatures in compliance with hospital and regulatory standards. In addition, this position plays a critical role in hospital operations by monitoring and responding to various hospital alarms and operating the ambulance radio system. The Admitting Assistant also serves as a switchboard operator, receiving incoming calls and directing callers to the appropriate departments or personnel. This role requires a high level of professionalism, attention to detail, and the ability to multitask in a fast-paced healthcare environment. The position functions with a high degree of responsibility and accountability, as accuracy and timely communication directly impact patient care, safety, and hospital workflow.

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Essential Job Functions

Job functions are those tasks, duties & responsibilities that comprise the means of accomplishing the job's purpose & objectives. Job functions are critical & fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable.

Patient Registration : Completes a computerized registration for every patient presenting for services, using the following protocol:
• Interviews the patient and/or patient representative to obtain information required for the patient record, charges, and billing.
• Scans medical insurance cards and photo identification and captures patient photographs.
• Obtains required signatures from the patient or patient representative to meet billing and certification requirements, including (but not limited to): consent for treatment, authorization to release information, authorization to bill third-party payers, Medicare forms, and other required documentation.
• Completes the Medicare Questionnaire for all Medicare and Medicare Advantage patients.
• Obtains claim information for workers’ compensation injuries or injuries related to motor vehicle accidents.
• Identifies patients using at least two identifiers and correctly applies identification bands based on admission type and service.
• Verifies insurance eligibility for all patients.
• Assists patients with kiosk check-in as needed
• Directs and assists patients to the appropriate area for treatment and care.
• Provides each patient with a copy of the Notice of Privacy Practices and Visitor Rights.
• Corrects and updates registration information as new information becomes available.
• Completes direct-access laboratory registrations.
Hospital Alarms
• Monitors and responds appropriately to the following alarms and protocols:
• Fire alarms
• Blood bank alarms
• Sump pump alarms
• Nurse call/code alarms
• Severe weather watches/warnings
• Helicopter protocol
Communications
• Operates telephones and intercom systems in a polite, professional, and timely manner.
• Communicates with departments using EMR secure chat and in-basket messaging.
• Monitors and responds to ambulance transmissions to the hospital.
• Monitors cameras throughout the building.
• Contacts on-call staff as directed by hospital personnel and/or physicians.
• Coordinates patient transportation by contacting the bus service as needed.
Receipts / Remittance Advice
• Balances individual cash drawer as well as petty cash drawer.
• Collects account payments, co-pays and pre-payments on patient accounts.
• Provides written receipts for all direct access lab payments.
Miscellaneous Daily Duties
• Performs the following duties daily, as job demands require, or as requested by staff or patients:
• Works assigned EMR work queues.
• Reviews Department Appointment Report throughout day and upcoming days to complete missing or incorrect information.
• Completes missing registration information and signatures daily on the medical/surgical floor.
• Performs clerical duties to assist billing staff.
• Completes and maintains the death record logbook.
• Sorts and distributes mail daily.
• Directs visitors to appropriate departments.
• Attends monthly department meetings.
• Performs other duties as assigned by the Patient Access Manager.
Miscellaneous Duties for Other Departments
• Assists other hospital departments by performing the following duties:
• Assists the Gift Shop with flower sales.
• Facilitates release-of-information pickups for Medical Records and Radiology.
• Facilitates hospital lost and found.
• Handles FedEx, UPS, and Amazon package drop-offs for all departments after hours.
Safety, Awareness, and Policy Adherence
• Observes all safety policies and procedures.
• Reports potential safety hazards and injuries promptly.
• Performs job responsibilities using safe work practices.
Special Traits and Considerations
• Demonstrates excellent customer service skills. As the first point of contact, the Admitting Assistant must create a positive first impression and maintain professionalism, courtesy, and confidentiality at all times.
• Exhibits strong attention to detail and concentration to ensure accurate patient information. Must be able to prioritize tasks and manage frequent interruptions, including those from the main switchboard.
• Adapts to fluctuating workloads and assists with additional projects during periods of decreased activity.
• Demonstrates initiative by suggesting improvements to department processes, maintaining a clean and orderly work environment, and pursuing relevant continuing education.
• Works in a climate of cooperation and teamwork, demonstrating courtesy, helpfulness, and sensitivity to others’ needs.

NOTE: The intent of this job description is to provide a representative and the level of the types of duties and responsibilities that will be required of positions given this title. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Qualifications

Minimum Qualifications

• Education: High school diploma or GED.
• Experience: 1 – 3 months related experience and/or training.
• Or equivalent combination of education and experience.

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Knowledge, Skills & Abilities (KSAs)

• Skilled at incorporating AIDET into customer service/professional practice and ability to work and communicate effectively with patients, families, and others.
• Knowledge of role in patient confidentiality and protecting patient information from unauthorized access, use, or disclosure as defined by HIPAA.
• Ability to demonstrate the knowledge and skills necessary for providing population specific service/assistance.
• Ability to respond quickly and decisively to emergency situations and be able to participate in shelter-in-place and disaster response protocols.
• Knowledge of computers and software.
• Keyboard ability required.
• Knowledge of multi-line telephone system.
• Ability to calculate numbers and balance cash drawer.
• Clerical ability required.
• Must be able to work independently with minimal supervision.
• Exceptional customer service skills.

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Preferred Qualifications

• Prefer previous customer service experience in a hospital or clinic setting
• Understanding of medical terminology
• Medical Office Experience or Clerical Experience is desired.

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Computer Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook), secure messaging applications, and collaborative tools (e.g.) Microsoft Teams, Google Workspace. Proficiency with Paycom HRIS system and related computer software necessary for this position i.e. Epic EMR.

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Reasoning & Critical Thinking

Ability to apply logical problem- solving and decision-making skills in both routine and occasionally complex situations. Support clinical teams by anticipating needs and responding to urgent requests with tact and efficiency.

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Language & Communication Skills

Ability to read, interpret, and act upon a variety of documents and information sources needed to successfully perform the essential functions of the position. Ability to write routine reports and correspondence. Skilled at communicating information and ideas clearly in both written and verbal formats, adapting tone, style, and messaging for a variety of audiences. Strong communication, customer service, and attention to detail.

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Mathematics & Analytical Abilities

Ability to accurately perform basic mathematical calculations in all units of measure using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, etc. Verify insurance, copays, and billing information with strong numerical precision.

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Standards of Employment

• Understand and adhere to MMHC’s compliance standards as they appear in MMHC’s Compliance Program and related policies.
• Attend all mandatory education programs and demonstrate proficiency related to general safety and regulatory compliance.
• Attend all department-specific training, and demonstrate proficiency related to safety and job-related hazards.
• Understand and follow MMHC procedures for exposure control / blood borne and airborne pathogens.
• Comply with all relevant MMHC policies, procedures, guidelines, and all other regulatory standards and requirements.
• Attire is neat, clean, and appropriate for the work environment according to MMHC policy.
• Wear proper identification while on duty.
• Maintain confidentiality of all hospital and patient information at all times.
• Report to work on time and maintain defined standards for attendance.
• Attend mandatory meetings.
• Able to perform essential job duties that meet job performance expectations and organizational standards while upholding MMHC mission and values.

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Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move (push/pull) up to 25 pounds and occasionally lift and/or move up to 35 pounds. Lifting/and or moving of more than 35 pounds shall require the use of an assistive device or team member assist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to meet physical demands of rural hospital/clinic work, including during emergency situations and/or disaster protocols.

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Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; needles or sharps; the challenges of variable hours, shifting resources, and work situations inherent in CAH/rural settings; Hazards and/or Biohazard Medications; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; risk of electric shock and radiation; bloodborne pathogens and exposed to latex. The noise level in the work environment is usually moderate.