Akeso Talent

  • Inpatient Admissions Office Coordinator

    Job Location US-TX-Victoria
    Administrative Support
    PAM Rehabilitation Hospital of Victoria, a Post Acute Medical Hospital
    Regular Full-Time
    # of Openings
  • Overview

    Inpatient Admissions Office Coordinator

    Full Time Days


    Post Acute Medical is committed to being the most trusted source for post-acute services in every community it serves by utilizing experienced and dedicated staff to provide high quality patient care and customer service. With over 25 Long Term Acute Care and Rehabilitation facilities currently in operation across the country, we are proud to offer services including comprehensive wound care, aquatic therapy, ventilator weaning, amputation treatment, pain management and much more.

    Joining our PAMily allows you to work in a collaborative environment with colleagues and leadership with exposure to a variety of patient care levels. Aside from our competitive pay, generous paid benefit time, and excellent insurance options, you will also have opportunities for professional growth through our Education Advancement Program.

    We are excited to learn more about you and hope that you consider joining us on a shared mission to improve the lives of others by being an integral part of our We Care Program. Please take a moment to visit us online at www.postacutemedical.com for a comprehensive look at how we're able to positively impact our local communities.

    Post Acute Medical is an Equal Opportunity Employer.


    The Inpatient Admissions Office Coordinator provides admissions office support for the inpatient hospital, serving as the lead support person.  Manages referral, 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.  

    • Serves as lead support person for the Admissions Department.  Makes recommendations to management re: hiring, and performancemanagement, where applicable.  Orients new intake specialists, upon hire, and meets ongoing training needs of the staff
    • Ensures that all aspects of the admissions process, i.e., signing, verification, pre-certification, facility tour, and signature on release and consent forms, etc. are completed in an efficient and courteous manner
    • Upon receipt of a referral:  Collects referral demographics to include:  Referral source,  Call back number, Patient name, Hospital/room number, Diagnosis, Insurance coverage, Anticipated discharge date and time, 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 an initiates intake form
      • Verifies insurance benefits; follows Verification of Benefits Policy & Procedure.  In case of un-funded or under-funded clients, follow the Charity Care Policy & Procedure. Obtains pre-certification when necessary
      • Ensures accurate bed board and census maintenance
      • Follows admission process matrix as assigned
    • Verifies that intake is completed;   Copies and distributes the intake form and the 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.
    • 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; follows Verification of Benefits policy and procedures for unfunded or under-funded patients; follow the charity care policy; obtains pre-certification when necessary.
    • Registers patients in HMS and completes paperwork:  In HMS system, pre-registers patient, based on information provided in the pre-admissions assessment or by family, patient, referral source.
    • 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; 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 an documents placed into patient folder.
    • Distributes Admission Documents; makes copies of admissions papers and Clinical Liaison’s patient evaluation and distributes to appropriate departments.
    • 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.


    Education and Training: 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 detailed oriented
    • Must be able to acquire and demonstrate knowledge of inpatient services and Warm Springs’ system programs and offerings, e.g. types of inpatient and outpatient services and facility locations
    • 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, i.e. to complete the registration process if approaching end of shift
    • Must have the ability to acquire knowledge of state, federal and other regulatory agencies related in facility and patient care
    • Must have the ability to follow through on issues related to insurance verification/approval of benefits


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