Job Description

Admitting / Clerk




Varied shifts

72 Hours per Pay

Job Details:
- 1-2 yrs experience preferred
  • Position Summary
    • The Admitting Clerk provides coverage for the Admitting/Communications department on the day and evening shifts 7 days a week. S/he is often the patient's first contact with Weeks Medical Center. During the course of a normal shift the admitting clerk will be required to deal with patients of all ages. Courtesy and professionalism are a must in this position as the admitting clerk often may be the patient's first contact with Weeks Medical Center.
      Admitting Functions: Responsible for processing patients as they enter the facility. This includes inpatient, emergency and outpatient services. S/he verifies the accuracy of existing data, updating as necessary. Is responsible for scanning insurance cards as well as other documents into Horizon Patient Folder. Coordinates admitting procedures with other departments and, by following established protocols and procedures, helps ensure proper patient handling. This includes monitoring of the Emergency Department Management (EDM) tracking board to ensure proper processing of emergency patients. The admitting clerk is responsible for batching and entering patient charges. Additional duties include collecting co-pays and other payments, delivering documents to various departments, ordering supplies and maintaining a clean environment in the waiting area and office area.
      Dispatch Functions: Handles all incoming phone calls, ambulance dispatching and communications, and paging responsibilities for the hospital as well as calling in on-call personnel. Monitors all alarms and security cameras within the communications center. Additional duties include handling physician phone communications, requests, and taking messages. The admitting clerk is the information center for the hospital and must direct patients/visitors to specific locations.
  • Qualifications
    • High school diploma or equivalent with special interest in business or health related fields.
    • Basic office skills including PC, typing/keyboarding and phone experience.
    • Familiarity with the health care environment and medical terminology is an asset.
    • Prior clerical experience desired.
    • Must have excellent people skills.
  • Essential Functions of the Job
    • Required skills and competencies. Has competency checklist been completed with all competencies met (i.e. job skills / knowledge, equipment knowledge)?
    • Demonstrates current clerical competence and excellence in clerical practice.
    • Is the hospital information center for patients and visitors both on the phone and in person. Greets patients as they enter the facility and directs them to specific areas as necessary. Checks in scheduled and emergency patients.
    • Enters lab patients into the eCW system in a timely manner to ensure prompt processing of lab patients, using a visit status of Same Day and ensuring that the appropriate Visit ID is attached to the appointment.
    • Processes all registrations and distributes paperwork to the proper departments in a timely manner, including monitoring the Emergency Department tracking board to ensure proper handling of Emergency Department patients.
    • Verifies accuracy of patient demographic and insurance information, maintains and updates patient information in the computer system,initiates necessary paperwork and obtains signatures for treatment and/or billing. Monitors AhiQA software throughout shift and corrects or disputes errors in a timely manner. Exceeds: Accuracy rate in AhiQA greater than 99.0%. Meets: Accuracy rate in AhiQA between 97.0% and 98.99%. Needs improvement: Accuracy rate in AhiQA below 97%.
    • Accurately scans insurance cards, consents for treatment, Privacy Notices and other documents into Horizon Patient Folder (HPF) via Imaging Link Engine (ILE).
    • Works with Med-surg staff to ensure that inpatient consent for treatment/billing is obtained and scanned into the patient chart in HPF for all inpatient, SNF and ICF admissions.
    • Responsible for making status changes in inpatient records to include ED to Observation, Observation to Acute, Acute to SNF, etc. and use appropriate status codes.
    • Responsible for changing visits from pre-reg to admit status and updating the MSP Questionnaire.
    • Accurately and completely posts charges to patient accounts.
    • Handles all ambulance dispatching and communications according to hospital and ambulance corps protocols, sets up ambulance transfers according to policy and follows the transfer algorithm; maintains accurate documentation.
    • Monitors all alarm systems and initiates drills and codes according to hospital protocols and maintains accurate documentation.
    • Handles all telephone communications in a timely, professional, courteous and helpful manner (i.e. hospital physicians, paging of hospital personnel and calling in on-call personnel), maintaining accurate documentation.
    • Able to receive cash, check and credit card payments, entering payments into the appropriate cash batch and printing a receipt. This includes payments on patient bills, Emergency Department co-pays, employee payments for supply items, etc.
    • Accurately maintains cash box balance, cashing out daily. Cash, check and credit card amounts submitted to billing must each equal the amount in the batch posted. Money sent to the bank must match these totals. Exceeds: Less than 3 errors per year, Meets: 3-5 errors per year, Needs Improvement: 6 or more errors per year.
    • Responsible for securing cash bags for various departments, securing mail deliveries, securing keys to various locations and maintaining appropriate documentation.
    • Distributes pagers, maintains the paging software database and maintains logs to ensure that appropriate personnel are properly prepared for on-call duty.
    • Performs other tasks as assigned by the Admitting/Communications Manager.

Job Code:


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