Admissions Coordinator Job Descriptions, Average Salary, Interview Questions

Responsibilities

The Admissions Coordinator – (Hospital Onsite) – Full Time is responsible for obtaining and verifying demographic information, insurance benefits, and eligibility. Assigns the correct medical record and account number; therefore, providing a database that ensures accurate billing and clinical information. This position performs any and all job-related duties as assigned.

Duties include but are not limited to

• Responsible for obtaining complete and accurate demographic and financial information from a variety of sources, including patient interviews physician offices, and in-house departments.
• Obtains required signatures on legal consents and insurance forms.
• Performs required pre-certification, credit referral, or deposit collection. Enters data in computer and thoroughly documents any incomplete admissions/registrations in the manner prescribed. Obtains pre-certification, referral, or authorization number and updates patients’ files.
• Notifies patients, family members, physicians, and/or supervisors of insurance coverage issues, notifies patients of co-payments, deductibles, or deposits needed, and documents all information in the computer system.
• Reviews Physician’s orders for completion and ensures all required information is listed.
• Completes Medicare Compliance and obtains ABN if necessary.
• Knowledge of all Federal, State, and Local Laws pertaining to insurance rules and regulations.
• Maintains multiple computer systems.
• Maintains positive customer service at all times, referring unresolved issues to the appropriate supervisor.
• Answers telephone calls. Follows pre-established script and provides assistance to callers.
• Completes all shift duties in a timely and accurate manner.
• Complies with all safety regulations, policies, and procedures as defined by Customer.

Qualifications

• High School Diploma or equivalent required.
• 1-year experience in a hospital setting or medical office utilizing insurance websites.
• Ability to type a minimum of 35 WPM.

We are currently seeking an Admissions Coordinator to join our team at our (City) Campus. You will be responsible for maintaining accurate and complete records for new students. This position assists the Director of Admissions in data management, including lead and interview transcript management, enrollment and proof of graduation (“POG”) tracking, whiteboard updating, and all campus reporting. This position also assists the Director of Admissions in financial aid follow-up, orientations, open houses, and career days, as well as all administrative duties that pertain to new student starts. This position also assists in maintaining all forms and essential paperwork for the smooth operation of the Admissions Department.

Your day-to-day functions will include

• Work with admissions representatives on student applicant issues and ensure completeness of enrollment paperwork and policies.
• Liaison between Admissions, Student Financial Services, and Education Departments.
  • Work with Admissions Staff to ensure prospective students complete their Financial Aid packaging.
  • Ensure the letter series is followed.
  • Ensure certificates of enrollment are completed.
  • Maintain the Financial Aid appointment calendar for admissions and Student Services Department.
  • Follow up with students regarding missed appointments or pending documents.
• Prepare Orientations.
  • Coordinate with Department heads on timing and agenda.
  • Prepare all visuals and videos.
  • Ensure maintenance of all collateral.
  • Prepare and maintain sign-in sheets for the start day.
  • Follow up with students to make sure they attend the orientation.
• Assist the Director of Admissions in management with respect to obtaining data for reporting purposes such as:
  • Campus Reports
  • Seat availability
  • All Transcript reports
  • Whiteboard data
  • POG and ATB tracking
    • Is the point of contact person for obtaining POG documentation.
    • Ensure ATB students are tracked according to required standards.
• Consistent follow-up with all enrollments to assure successful start and completion.
• Ensure all new students have a valid POG before starting.
• Working through selected agencies to obtain POG.
• Secure POG for all new students on or before the start.
• Conduct all activities in accordance with the highest ethical standards. Adhere to all state and federal accreditation and institute rules and regulations regarding student recruitment.
• Other duties as assigned.

Qualifications

• Solid understanding of the education admissions process
• Excellent communication and interpersonal skills, including superior problem-solving and conflict-resolution skills
• Enrollment organizational skills
• Able to work with people from a variety of diverse social and economic backgrounds
• Ability to work independently and adapt to change
• High energy, assertive, results-driven, and highly ethical
• Computer proficiency in Word, PowerPoint, and Excel is a must
• Demonstrate excellent verbal and written communication skills

Position overview

The Admissions Coordinator will facilitate and evaluate therapeutic, medical, and financial arrangements of incoming chemically dependent patients and/or family members.

Specific responsibilities

• Provides appropriate orientation to program aspects post-admission, including documentation and data input into the computer system.
• Assures prompt responses to patient needs, reviews and maintains all documents and departmental logs, and ensures fair distribution of patients to physicians.
• Provides telephone and in-person assessments and, initial contact with referral sources and potential patients, coordinates the referral and intake process, determines appropriate level of care, and maintains communication with referral sources, families, patients, and unit staff.
• Collects and analyzes data related to departmental performance indicators.
• Assists counselors and other senior program staff in crisis intervention as needed.

Education and experience

• CADC or one of the following licenses: LSW, LCSW, LPC or LCPC preferred
• Minimum of 1 year of experience working in admissions or in substance abuse services
• Knowledge of HIPAA policies and procedures
• Proficient with Microsoft Office.
• Strong communication and negotiation skills.

Competencies

• Job Knowledge: Understands duties and responsibilities, has necessary job knowledge, has necessary technical skills, understands company mission/values, keeps job knowledge current, and is in command of critical issues.
• Decision Making: Uses effective approaches for choosing a course of action or developing appropriate solutions and/or reaching conclusions; takes action consistent with available facts, constraints, and anticipated consequences.
• Customer Service: Demonstrates concern for meeting internal and external customers’ needs in a manner that provides satisfaction for the customer within the resources that can be made available.
• Communication and Interpersonal Skills: Communicate information to individuals or groups; clearly and concisely convey information orally or in writing to individuals or groups to ensure that they understand the information and the message. Listen and respond appropriately to others. Ability to establish effective working relationships that foster organizational success.
• Quality of Work: Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work.