General Summary:
The Admissions Specialist is responsible for cordially and efficiently admitting guests, answering a multi-line phone system, making phone calls to guests, appointment scheduling, insurance data entry, and assembling guest charts.   Must be able to deal with a wide variety of tasks and responsibilities.

Duties and Responsibilities:
  1. Greet guests and coordinate guest check-in, assist with consistent flow of guest and family, and ensure guest wait is kept to a minimum.
  2. Obtaining and verifying insurance information and guest demographics in computer software program.
  3. Keep lobby clean and organized and check refreshment stations.
  4. Admit guest to pre-op, advise pre-op staff of admission and any pertinent information regarding guest.
  5. Answer phones, direct calls, take messages when applicable.
  6. Make appointment reminder calls to guests.
  7. Must possess critical thinking skills to anticipate which area to locate guests and families.
  8. Escort families/friends to pre-op, consultations with doctors, step-down, RCC.
  9. Pre-register and assemble paperwork for patient charts for upcoming procedures.
  10. Ensure all charts are assembled in correct order for next the day, including any late add-on cases.
  11. Process canceled or rescheduled accounts.
  12. Ability to use computer programs related to the department job functions.
  13. Shred designated paperwork as needed.
  14. Create guest identification labels/stickers.
  15. Answer questions and provide directions for guest, family and staff.
  16. Accept and document account payments.
  17. Sort and distribute incoming mail.
  18. Run reports out of computer software program, then sort, copy, paste and filter data as needed in Excel.
  19. Receive, manage and send emails from Outlook
  20. Assemble information that is received over fax machine and distribute per facility policy.
  21. Lock/unlock front door at appropriate times.  Turn phones to night mode.
  22. Obtain office supplies from Inventory when requested.  Maintain adequate supply levels.
  23. Present professional, friendly demeanor and appearance at all times.
  24. Is knowledgeable of proper channels of communication within BHSH.
  25. Seek assistance from Admissions Supervisor/Manager in problem/issue solving.
  26. Participate in staff meetings and staff education/development. Assist in training personnel as needed.
  27. Cooperate with other departments as needed (making copies, helping with faxes, making phone calls, etc.).
  28. Comply with flexibility in hours and working area.  Maintain consistent attendance.
  29. Function effectively in emergency situations and when under stress.
  30. Follow direction of management.
  31. Contributes to a positive work environment. Supports the philosophy of Black Hills Surgical Hospital.
  32. Complies with Federal and State laws and regulations, and BHSH’s compliance program, policies and procedures.
  33. Other duties as assigned.
Job Standards:
  1. Education:  High school graduate or possession of a GED Certificate.  Knowledge of medical terminology preferred.
  2. Certification:  CPR certification required within 3 months of hire. 
  3. Experience:  One year of medical office experience (e.g. medical secretary, scheduler or receptionist duties) or comparable education required.  Prior customer service experience preferred.
  4. Special Skills:  Strong interpersonal skills necessary.  Must possess excellent telephone skills, good grammar.  Typing skills required, word processing skills preferred.  Attention to detail and computer proficiency required. 
  5. Physical Abilities:  Will be sitting, standing, and walking a majority of the day.  Occasional bending, reaching and stooping involved. Will be required to assist in handling and lifting supplies up to 50 lbs.  Must be able to exert at least 40 lbs. of force to assist with guest transports by wheelchair.
  6. Mental Abilities:  Must be able to comprehend policies, procedures and guidelines.  Must be able to deal with a busy environment with frequent interruptions.  Must possess and demonstrate critical thinking skills.
  7. Dexterity:  Frequent repetitive motions of hands/wrists typically occur.
  8. Working Conditions:  Will be working in a clean well-lit area.
  9. Hazards and Risks:  Direct guest contact with possible exposure to communicable diseases, blood and body fluids.  Exposure to computer screen.


Department: Admissions BHSH
This is a non-management position
This is a full time position

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