Admissions Specialist

Position Summary:

Coordinate all inquiries and initiate the admission process for all persons referred to the Austism Diagnostic Clinic and Behavioral Services.

Essential Functions:

ADMISSIONS / ADMINISTRATIVE ASSISTANT

• 1. Handle all inquiry calls and walk-ins in a professional and courteous manner, including routing phone calls, emails and donations to other departments.

  2. Obtain basic demographic information and create an electronic medical record for each new referral.

  3. File / scan documentation in appropriate consumer’s electronic medical record.

  4. Gather all required intake documents for the clinician prior to the admission.

  5. Provide assistance to agency consumers and their families to ensure a pleasant experience.

  6. Cross-train to be able to perform all admissions services.

  7. Admit all consumers who come for services on-site.

  8. Complete data entry in electronic medical record for all admissions.

  9. Obtain physician referrals as required.

  10. Ensure proper documentation and new consumer forms are ready at time of evaluation.

  11. Accept & communicate phone messages to professional staff.

  12. Schedule all initial and continuing therapy services in collaboration with clinicians.

  13. Write confirmation letters and provide confirmation phone calls to all initial consumers and as requested by therapists for ongoing consumers.

  14. Order supplies and prepare purchase orders.

  15. Provide assistance to the professional staff in treatment room set up and cleaning to expedite services.

  11. Collect and process payments from families.

  12. Fax, copy, email, and type documents, as needed.

  13. Market ESC services to all callers (potential consumers, physician offices and other referral sources).

  14. Provide switchboard relief as requested.

  15. Obtain and enter all insurance payor(s) information into each consumer’s electronic medical record.

  16. Create an electronic medical record (EMR) and/ or enter new CASE in the EMR for all Camp ROCKS consumers and scan registration forms into record.

Non-Essential Functions:

Provide switchboard relief as requested.

Other duties as assigned.

Job Specifications:

Education, Licenses, or Certifications:

High School Diploma required. Post high school education and prior medical office experience is preferred. Computer experience; 70 wpm typing with accuracy; ability to operate basic office equipment. Excellent customer service skills.

Communication Skills:

• Oral communication is the ability to explain and present your ideas in clear English, to diverse audiences. This includes the ability to tailor your delivery to a given audience, using appropriate styles and approaches, and an understanding of the importance of non-verbal cues in oral communication. Oral communication requires the background skills of presenting, audience awareness, critical listening and body language.
• Written communication is the ability to write effectively in a range of contexts and for a variety of different audiences and purposes, with a command of the English language. This includes the ability to tailor your writing to a given audience, using appropriate styles and approaches. It also encompasses electronic communication such as SMS, email, discussion boards, chat rooms and instant messaging. Written communication requires background skills such as academic writing, revision and editing, critical reading and presentation of data.
• Non-verbal communication is the ability to enhance the expression of ideas and concepts without the use of coherent labels, through the use of body language, gestures, facial expression and tone of voice, and also the use of pictures, icons and symbols. Non-verbal communication requires background skills such as audience awareness, personal presentation and body language.
• Revision and editing is: Applying techniques to improve writing or presentation. Proofreading for spelling, grammar and style.
• Audience awareness is: Understanding the needs, experience and level of understanding of an audience (for example, the public, students, employers, stakeholders).
• Displaying sensitivity to your audience in organizing and presenting ideas, and responding to feedback (for example, favoring plain language over jargon when communicating with the general public).
• Understanding the particular perspective of professionals in your field and communicating appropriately with colleagues (for example, presenting data at a seminar in a standard style for that field).
• Personal presentation and body language is: An understanding of and ability to use gestures, expressions and non-verbal cues to help communicate a message (for example, using changing the tone and volume of your voice to convey emotion and feeling, or controlling posture and nervous gestures to present confidence).

Experience required:

Prior medical office experience is preferred.

Competencies:

List knowledge, skills or abilities necessary for successful job performance.

Knowledge:

Front desk medical office procedures

Commercial insurance and Medicaid benefits

ICD-9 Codes

CPT Codes

Skills:

Excellent customer service skills

Keyboarding

Understanding of general office procedures and equipment:

Multi-line telephone

MSOffice - Excel and Word

Photocopier

Printer

Fax machine

Ability:

Organize and plan work

Able to frequently switch between tasks

Communicate effectively orally and in writing

Problem-solving skills

Able to work effectively with others

Physical Activity:

• Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
• Crouching: Bending the body downward and forward by bending leg and spine.
• Reaching: Extending hand(s) and arm(s) in any direction.
• Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
• Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.
• Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
• Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly.
• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction and having the ability to receive detailed information through oral communication and making fine discriminations in sound.
• Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.

Physical Requirements:

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion or forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

Visual Acuity:

The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.

Work Conditions:

None: The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work)

Working Hours: Generally, Monday – Friday from 8:00-4:00, though hours may vary to address a specific task such as admissions to the Autism Diagnostic Clinic on Thursday mornings.