JOB SUMMARY

Duties include coordinating the daily operations of the Admission Department in accordance with departmental and center policy and procedures. Assist with the training and coaching of team members. Effectively motivate and monitor staff performance and provide feedback to assist with evaluations and counseling

Welcomes patients, families, physicians and visitors to the Surgery Center either in person or over the phone. The general duties include registration and pre-admission of patients, receiving and directing incoming calls, distribution of mail and messages, coordination of patient activities with the nursing staff, and assisting the business office as necessary.

ESSENTIAL DUTIES AND RESPONSIBILITIES (This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.)

1. Provides training, direction, and guidance to the Admission Department. Leads this area by example and promotes a positive working environment.

2. Promotes a positive image of Watson Clinic Surgery Center (WCSC) on a daily basis through interaction with patients and their families, clinical staff and visitors. Works with all team members to ensure that the same image is being portrayed on a daily basis and if not then addresses this through daily coaching.

3. Assists with daily QI regarding data collected in the registration module of the current computer software. Assists with the training of new and current staff based on the QI results. 

4. Responsible for scheduling the Admission staff and added it into LSDC time and attendance system. Notify staff of any schedule change and departments when necessary. 

5. Communicates with clinical staff in order to coordinate the smooth flow of patients through the facility and initiates problem solving activities related to patient flow.

6. Assists with patient complaints or questions regarding billing questions, insurance verification or scheduling issues that require a Coordinator’s attention.

7. When necessary, assists with receiving and distribution of ingoing/outgoing mail and verifies any delivered goods to the receipt.

8. When necessary, assists with admitting, front desk and admitting functions.

9. Stays current on current practices by the scheduling, verification and accounts receivable departments in order to better assist patient questions and concerns while at the facility.

10. Ensures that the patient waiting area is kept tidy, magazines are up to date and nourishments are replenished as necessary.

11. Works with assigned areas regarding payment plans and approves payment agreements outside the normal parameters as warranted. 

12. Make sure that the procedure book for the department is kept up to date and is relevant to current practices.

13. Provides input with employee evaluations and assists with interviewing potential applicants.

14. Maintains and creates excel and word documents that are related to daily and monthly tasks. As well as any projects that may be assigned to the department. 

15. Coordinate the staffing schedule and adjust schedule when necessary. Review and edit time cards and approve for payroll. 

ADDITIONAL RESPONSIBILITIES

1. Will involve local travel to other campuses.

2. Performs other related duties as deemed necessary

INFECTION CONTROL CATEGORY

This job is designated as a Category III job using the OSHA definitions. This means there is no expected exposure to blood or potentially infectious materials.

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 functions.

Requires variable amounts of sitting, standing, lifting, bending and walking. Intermittently twist to reach equipment surrounding desk. Perform simple grasping and fine manipulation. Communicate extensively through the use of a telephone and communicate through written means.

The employee must occasionally lift and/or move up to a minimum of 10 pounds and a maximum of 40 pounds and push or pull 25 pounds. Specific vision abilities required by this job include close vision and the 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 accommodations may be made to enable individuals with disabilities to perform the essential functions

While performing the duties of this job, the employee is seldom exposed to fumes or airborne particles and toxic or caustic chemicals. The employee seldom works near moving mechanical parts. The employee is not exposed to wet and/or humid conditions, extreme heat, vibration and the risk of radiation.

The noise level in the work environment is usually moderate.

ACCESS TO PROTECTED HEALTH INFORMATION

Per guidelines as set forth in the HIPAA regulations, the following category is assigned to this job function: 

Partial Clinical- 

Access to patient demographic and scheduling information found in the patient’s medical record and in the scheduling module of the computer system.

KNOWLEDGE, SKILLS & ABILITIES

1. Demonstrates effective communication skills.

a. Reports to Executive Director when leaving and returning to work area.

b. Demonstrates tact, respect, and courtesy when dealing with other health team members.

c. Utilizes constructive means to avoid friction among staff.

d. Promotes an atmosphere of mutual trust, acceptance and respect.

e. Uses good judgment in reporting serious or questionable matters.

2. Complies with safety and emergency procedures consistent with Center policy.

a. Demonstrates knowledge of the fire emergency procedure and disaster plan and completes fire safety review annually.

b. Reports unusual occurrences to Executive Director

c. Responds to emergency situations appropriately.

d. Maintains a hazard free environment.

e. Utilizes proper techniques and body mechanics when performing lifting duties.

f. Initiates actions to protect the patient, self, and others from environmental hazards.

3. Complies with all Center policies.

a. Complies with personnel policies.

b. Maintains personal absenteeism at 3% or less excluding holidays, scheduled and vacation time.

c. Complies with proper procedure for sickness, absenteeism, lateness, overtime, and special requests.

d. Complies with departmental dress code.

e. Demonstrates flexibility in working hours and days scheduled in order to meet unit needs.

4. Participates in unit cost containment measures.

a. Utilizes supplies safely and economically.

b. Utilizes work time productively.

5. Personal Conduct

a. Assumes responsibility and accountability for individual actions.

b. Respects the dignity, rights, and confidentiality of all individuals regardless of social or economic status, personal attributes, or nature of health problems.

c. Leads by personal example for all staff supervised.

6. Education

a. Assumes responsibility for professional growth.

1. Keeps abreast of changing Center and departmental policy, procedure, protocol and guidelines.

2. Participates in in-service educational programs.

3. Completes required staff educational sessions.

LANGUAGE SKILLS

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 customers, clients, and other employees of the organization.

COMPUTER SKILLS

Ability to work with Microsoft applications (i.e. excel, word, outlook), internet, Waystar, EPIC, All Scripts preferred but will be taught. 

MATHEMATICAL SKILLS

Ability to add and subtract two digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American counting and the use of calculator as well as computer spreadsheet functions.

REASONING ABILITY

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.