Admissions Specialist Clinic at Kimball County Hospital – Kimball, Nebraska

SUMMARY

Prepares and maintains records in the Business Office, Clinic and/or Nursing Unit by performing the following duties in accordance with Kimball Health Services policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following.

• Daily registrations for clinic, outpatient, lab, x-ray, and emergency room visits -- transfers.
• Distribution and sorting of paperwork to the appropriate departments.
• Responsible for accurately obtaining specific demographic and financial data. Creates, maintains and distributes required documents and reports related to patient information.
• Explain hospital regulations such as visiting hours, payment of accounts, and schedule of charges in question to patients. (balance of account insurance payments)
• Processes incoming and outgoing telephone calls efficiently, accurately, politely, and as quickly as possible. Take messages or locates personnel if urgently needed.
• Promotes a positive image for patients, family and physicians.
• Greets and directs guests. Maintains awareness of doctors and personnel on site and visiting
• Maintains data on the emergency room, treatment room logs, and transfers for Medical Records department.
• Works rotating weekend and holidays.
• Attends and participates in approved/requested committees and meetings.
• Maintains current knowledge and skills through in-services, workshops, and/or seminars.
• Demonstrates flexibility in adjusting to variable workload and job duties.
• Participates in maintaining an organized and clean department and safe work environment.
• Abides by the strict confidentiality policy of the Hospital.
• Treats patients, fellow employees and visitors with respect and dignity at all times.
• Hospital duties include but are not limited to:

Completes the hospital patient chart documentation based upon other staff notes by:

1. Prepares notice of patient discharge to inform business office.
2. Compiles patient care worksheets.
3. After hour registrations of lab, x-ray, emergency room, and nursing floor admissions.
4. Prepare charts for admissions and discharges.
5. Obtains medical records as requested.
6. Chart intakes, outputs, and weights daily.
7. Schedules procedures under order of provider.
8. Assures valuables sheet is complete on each hospital admission.
9. Completes shift report with direction from RN.

• Assist in the emergency room by providing clerical assistance such as:

1. Assembly of Emergency Room packets. The Emergency Rooms need to be stocked with these on Fridays and a large stack needs to be put in the patient cabinet for backup.

• Maintains the nursing station and provides clerical and nursing support by:

1. Make labels for Inpatient charts.
2. Answers all telephone and patients assist calls and provides information or relays messages to patients and medical staff.
3. Directs visitors to patient rooms.
4. Distributes mail, newspapers, and flowers to patients.
5. Schedules Dr. appointments for inpatients who are being discharged.
6. Faxes diet orders to the Manor (provides patient with meal choices).
7. Notifies RN's, LPNs, and assistants of new orders as appropriate.
8. Assembles admission and transfer packets as needed.
9. Turns off lights in offices and empty patient rooms.
10. Assists staff with lifting patients as required.
11. Assists with PI projects as directed.
12. Assist in clerical duties as assigned.
13. Participates in maintaining an organized and clean department and safe work environment.

• Clinic duties include but are not limited to:

1. Scan insurance cards
2. Schedules clinic appointments appropriately
3. Answers and screens incoming telephone calls in a cheerful, courteous manner, promptly routing each call to the proper party and/or taking accurate messages.
4. Scans documents into appropriate section of patient chart.
5. Assists other departments as necessary including answering, screening, and documentation of incoming telephone calls.
6. Responsible for the timely collection of patient charges, completes deposit at end of shift, places deposit in deposit box.
7. Any other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Admissions Specialist is to notify the Chief Nursing Officer/Director of Emergency Services/VP of Clinics of any event that may cause processes to negatively affect patient care or processes.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

Technical Skills- Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

Customer Service- Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; responds to requests for service and assistance; Meets commitments.

Interpersonal Skills- Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; remains open to others’ ideas and tries new things.

Ethics- Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

Quantity- Meets productivity standards; Completes work in a timely manner; Strives to increase productivity; works quickly.

Safety and Security- Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

Dependability- Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

CUSTOMER SERVICE SKILLS

Communicates effectively using verbal and written communication skills, in multiple relationships, with a variety of cultural and social backgrounds. Recognizes, anticipates, and responds to the needs of all customers in a caring, respectful and courteous manner that leads to satisfactory resolution. Utilizes communication skills effectively when interacting with patients, families, directors, and nursing or medical staff. Relays pertinent information through appropriate verbal or written documentation to other health care providers. Interacts professionally with all constituencies. Is a positive representative of Kimball Health Services in facility and community settings.

EDUCATION and/or EXPERIENCE

High school diploma or general education degree (GED); or one to three months related experience and/or training; or equivalent combination of education and experience.

LANGUAGE SKILLS

Must be able to read and write English. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to supervisors, patients, patient's family and other employees of the organization.

MATHEMATICAL SKILLS

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY

Ability to apply common sense understanding to carry out simple one- or two-step instructions. Ability to deal with standardized situations with only occasional or no variables.

COMPUTER SKILLS

To perform this job successfully, an individual should have general computer literacy skills, and knowledge of Microsoft Office applications.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision,

distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently exposed to moving mechanical parts and risk of electrical shock. The employee is occasionally exposed to toxic or caustic chemicals, risk of radiation, possible physical abuse by patients, exposure to infectious diseases, and transmission of airborne and/or blood-borne disease between patient and health care worker. The noise level in the work environment is usually moderate.

HIPPA

As part of a federally mandated HIPAA compliance plan, we must designate access classifications for every job description. For the job description of Ward Clerk, your classification is:

RESTRICTED ACCESS: A workforce member with restricted access will have limited access to protected health information as described in the job description only as needed to perform job duties. A workforce member in this category may not access a patient’s entire record, except when the access is specifically identified as the amount that is reasonably necessary to perform the staff person’s job duties.