HOSPITAL ADMITTING MANAGERS AND CLERKS California Occupational Guide Number 409 Interest Area 13 1995
The hospital admitting office is generally the patient's first point of contact with the hospital. The hospital admitting staff is responsible for all patient registrations. A member of the admitting staff admits, or registers, individuals when they enter a hospital for tests, treatment, scheduled surgery or emergency treatment. This first interview is very important because patients base their initial impression of the hospital on it. This interview serves the dual functions of getting information required for hospital records, and giving information, advice, encouragement and reassurance to the patient.
The hospital admitting department is usually composed of both management staff and registration staff. HOSPITAL ADMITTING MANAGERS (also called chief admitting officer or director) are responsible for the overall admissions process, operations, and related services. The HOSPITAL ADMITTING CLERKS and other registration staff do the actual tasks required to admit the patient. The size and type of hospital affect the exact makeup and levels of staff.
Hospital Admitting Managers oversee hospital admissions. They measure the effectiveness and efficiency of on-going procedures and coordinate procedural changes. They write and maintain policy and procedures and manage staff. They also set and monitor performance standards; develop staff; give required corrective action; design quality assurance programs; maintain a safe and secure work area; determine department goals and plan the annual budget. Managers also assist other department heads by formulating admitting procedures required for new hospital services.
In larger facilities, Registration or Admitting Supervisors work under the direction of the manager and are responsible for supervising the daily operations of the admissions office. They also assist the Admitting Clerks when necessary. They assign work duties, do weekly supply orders, approve requests for overtime and time off, help select new employees, keep track of registration information, act as team developer and work cooperatively with other departments, physicians and supervisors.
The Hospital Admitting Clerk, also called admitting registrar or patient representative, interviews incoming patients prior to admission and collects insurance, emergency information and other data required to bring the patient into the hospital system. The Hospital Admitting Clerk accepts reservations for rooms, assigns beds according to medical needs and census count. They also explain policy regarding personal items and visiting hours, input data into the computer, prepare and give patient identification bands, and arrange for transportation to the assigned room. Other duties may include collecting money, answering phones and assisting family members. They might also do research for prior hospitalization records and complete account folders.
Depending upon the type and size of the facility, members of the admitting staff could also include: Outpatient Admitting Clerks who register new outpatients at hospital and clinics; Admitting Clerks - Decedent Affairs who are responsible for deceased patient records; and pre-admit registered nurses who might review lab test results or do pre-operative patient orientation. All admitting staff, though, no matter what their specialty, must provide efficient service and be committed to meeting patient needs.
Generally, the furnishings, office equipment and physical working environment of hospitals are excellent. Most hospitals design the registration area to provide a pleasant, comfortable and welcoming atmosphere for the incoming patients. However, due to the nature of the job itself, the work is demanding. Reassuring apprehensive patients and anxious family members, dealing with unpredictable urgent or direct-to-bed admissions, or responding to other emergency situations that might arise could be stressful.
The following information is from the California Projections of Employment published by the Labor Market Information Division. It includes first-line supervisors/managers, clerical, administrative support as well interview clerks, except personnel and welfare.
Estimated number of workers in 1990 184,640 Estimated number of workers in 2005 223,880 Projected Growth 1990-2005 21% Estimated openings due to separations by 2005 40,770
(These figures do not include self-employment nor openings due to turnover.)
The outlook for hospital admitting positions is slightly below the average of all occupations. Although cost containment programs and the emphasis on combining departments could curtail the demand in acute care hospitals, an increase in the number of outpatient admissions will balance the demand for qualified knowledgeable staff. Other types of health care centers such as surgery centers, addiction treatment centers and hospice programs are increasing, and they also employ admissions personnel.
WAGES, HOURS, AND FRINGE BENEFITS
Admission staff salaries depend on the size and type of health care facility. The starting salary for entry level Admitting Clerks varies from a low of $1,400 a month to over $2,000. Experienced Admitting Clerks can earn from $1,700 a month to over $2,400 per month. Salaries for Admitting Supervisors start at approximately $2,000 a month and could go as high as $2,700 -- again depending on the employing facility. Salaries for Hospital Admitting Managers start from $2,300 a month and can go up to over $4,500 a month.
Hospital admitting departments are open 24 hours, and staff members work varied, full time and part-time day, evening and night shifts. Hospitals also hire intermittent and on call employees.
Fringe benefits for permanent employees include paid vacations, holidays and sick leave, in addition to health and retirement plans.
ENTRANCE REQUIREMENTS AND TRAINING
A high school diploma is required for Admitting Clerk positions. Most hospitals, because of the increasing complexities of public and private insurance programs, prefer to hire applicants with some college or vocational training background. Many hospitals look for even more education and hire community college graduates with a health services degree. Additional job requirements include medical terminology and 40 words per minute keyboard skills for data entry. Computer knowledge, insurance background, public contact experience and prior paid, or volunteer, hospital experience could also improve an applicant's chance of being hired.
Although Admitting Managers are generally required to have at least an AA degree in either business management or a health related field, a four-year degree in business administration or health services is preferred.
Particular educational requirements vary depending upon the size and type of medical facility as well as the level of responsibility. Specific work experience requirements also vary with the facility but would include a solid background in the health care services field, prior management experience and demonstrated administrative ability.
Advancement opportunities naturally depend on both the size and type of health facility and the individual themselves. Beginning Admitting Clerks initially do the more routine tasks. As they gain experience, they do more difficult tasks and are promoted to higher levels of responsibility or supervisory positions. Qualified and motivated individuals could move into management.
Managers may advance to Assistant Administrative positions by earning promotions within their facility, or by moving to a new health care center where they would have different or added responsibilities. Moving to a higher classification may require taking a position in a smaller facility with a broader range of administrative duties.
Applicants for admitting staff jobs can apply directly to hospitals and other health care centers. Doing volunteer work at hospitals is a good way to make contacts and be in the "right place at the right time". School counselors and teachers often help with finding jobs. College graduates can use their placement center. Other sources of job leads include newsletters, health association publications, hospital directories and newspapers. Members of professional organizations, can take advantage of networking opportunities and newsletters with job listings.
ADDITIONAL SOURCES OF INFORMATION
National Association of Health Care Access Management 1200 19th NW Suite 300 Washington, DC 20036 (202) 857-1125
Medical Record Technicians and Administrators No. 134 Hospital and Health Services Administrators No. 235
DOT (Dictionary of Occupational Titles, 4th ed., Rev. 1) Admitting Officer 205.162-010 Hospital Admitting Clerk 205.362-018 Outpatient Admitting Clerk 205.362-030
OES (Occupational Employment Statistics) System First-Line Supervisors/Manager, Clerical, and Administrative Support 510000
Interview Clerks, Except Personnel and Social Welfare 553320
Source: State of California, Employment Development Department, Labor Market Information Division, Information Services Group, (916) 262-2162.