Akeso Talent

Outpatient Admissions Coordinator

Administrative Support
PAM Rehabilitation Hospital of Tulsa, a Post Acute Medical Hospital
Regular Full-Time
# of Openings


Outpatient Admissions Coordinator  

Full Time Days 8-5


Provides outpatient admissions office support, 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 performance management, where applicable.  Orients new intake specialists, upon hire, and meets ongoing training needs of the staff
  • Ensures that all aspects of the outpatient 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 Navigator 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 Navigator’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. 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
    • 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 Navigator’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 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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