The current pandemic underscores the need for front line healthcare workers, but not just doctors and nurses. Healthcare professionals need skilled support specialists like medical assistants and hospital admissions assistants to manage the wide range of administrative and clinical responsibilities that are necessary to provide quality care. With a diploma in medical assisting, you can have an exciting career helping your community in an essential role as a hospital admissions assistant.
Why are Front Line Healthcare Workers So Important?
Front line healthcare workers are essential every day, but they take on a new importance during a pandemic. Medicine is both an art and a business, the two are inseparable. But when it’s all hands-on deck for doctors and nurses, direct patient care comes first. Front line support experts like medical assistants and hospital admissions assistants tackle the many other details, so the process runs smoothly.
What Does a Hospital Admissions Assistant Do?
Hospital admissions assistants manage the many administrative details that are part of being admitted to the hospital. Responsibilities are mostly clerical and include gathering information, collecting payments, and educating patients and families.
Gathering Information
The first step in the admissions process is to welcome the patient and gather the essential data both clinical and billing teams require to verify patient identity and establish who will be paying the bill, such as:
- Name
- Address
- Telephone number
- Social Security number
- Emergency contact information
- Insurance policy numbers
- Copies of advanced directives, guardianship and power-of-attorney paperwork
Once the details are confirmed, patients sign consent forms for treatment and receive an identification band that reduces the risk of mistaken identity should they become unable to communicate. Planned stays are usually pre-admitted over the phone to save time, and identification is verified by hospital admissions assistants upon arrival. Family members should provide information when patients can’t.
When the check-in process is complete, the hospital admissions assistant notifies the clinical staff and arranges for wheelchair transportation to the appropriate unit when necessary.
Collecting Payments
Payment policies vary by hospital, but most require insurance pre-approval and cash or credit card payments for co-insurance balances at the time of service. It can be collected in advance by telephone for pre-admissions or upon arrival.
Patients coming in through the emergency department should be approached for payment information as soon as possible, after a nod from the clinical staff. Given the high number of admissions from the ER, obtaining immediate approval from insurance companies ensures the hospital receives payment, and the patient has fewer worries about unexpected bills.
Educating Patients and Families
Hospital admissions assistants are a patient and family’s concierge, introducing them to facility amenities and reviewing the policies that guide stays. Topics may include:
- Date and time of admissions
- Items to bring from home
- Telephone availability
- Cell phone and camera restrictions
- Room choice
- Meal options for guests
- Bathroom, gift shop and office locations
- Belonging storage
- Social and spiritual services
- Interpreter availability
- Visitor preferences
- Privacy policies
- Patient’s rights
Most hospitals give patients a complementary folder with a guide to hospital services and copies of all signed paperwork for future reference. Ensuring patients and families are safe, comfortable and well-informed is a hospital admissions assistant’s top priority.
Vocational Training for a Hospital Admissions Assistant
A hospital admissions assistant’s job is primarily clerical, but understanding clinical procedures makes them more effective in their role. Medical assistants have the ideal skills for the job. Vocational school programs include courses in:
- Medical Terminology
- Anatomy and Physiology
- Pharmacology
- Laboratory Procedures
- Insurance and Billing
- Office Management
- Electronic Health Records
- Medical Law and Ethics
Most vocational schools also feature an externship during which students can work with seasoned professionals in their field. Full-time students can graduate in less than a year with the confidence and skills necessary for success.
Healthcare is increasingly complex, and employers are looking for applicants with proven skills. Most hospitals prefer candidates with higher education. Having a vocational school diploma is a clear advantage in a competitive job market.
Skills for Success as a Hospital Admissions Assistant
There are many skills for hospital admissions assistant success. They include compassion, communication skills, active listening, attention to detail, organizational skills, a positive attitude, discretion, and team spirit. With this set of skills, a hospital admissions assistant will be highly sought-after.
Skill #1: Compassion
Compassion is a prerequisite for anyone working in healthcare. Being sensitive to others’ needs helps hospital admissions assistants be true to the mission of providing quality care. Hospital staff work with physically and emotionally vulnerable people from all walks of life. A sense of compassion refines perspective.
Skill #2: Communication Skills
Hospital admissions assistants are a patient’s gateway to hospital services. Patients depend on hospital admissions assistants to guide them through the admission process, so good communication skills are critical. As a representative for the facility, medical professionals should be able to express their thoughts clearly both verbally and in writing. Good grammar and spelling skills ensure accurate data entry.
Skill #3: Active Listening
Active listening is a technique anyone can use to make the most of communication. While hospital admissions assistants have relatively brief contact with patients, large amounts of information are exchanged, and it’s important to get it right.
Active listening requires concentrating on what people say while observing their body language for inconsistencies and rephrasing questions that aren’t clear. It’s best to be confident that both the hospital admissions assistant and the patient are on the same page before leaving the admissions desk.
Skill #4: Attention to Detail
Accuracy is vital for hospital admissions assistants. Even minor errors in a medical record can have a significant impact on a patient’s health. Misspelled names can result in mistaken identity while incorrect insurance numbers can cause rejected insurance claims and subsequent care delays. Focus and attention to detail are crucial.
Skill #5: Organizational Skills
Hospitals are fast-paced, and admissions aren’t always predictable, more than half of patients come through the emergency department. Being well-organized lets a hospital admissions assistant change gears without fear of getting behind. The trick is to use downtime to do quick clerical tasks, such as printing and filing. Good organizational skills prevent busy days from becoming too stressful while keeping the schedule on track. The hospital admissions assistant will be a hero to both patients and colleagues.
Skill #6: A Positive Attitude
Patients and peers appreciate working with staff who are serious about their work yet fun-loving. A smile and positive attitude help patients relax and give coworkers something more to look forward to that just getting through a long day on the front lines. Providing top-quality care is a serious mission, but sometimes, a smile and laughter are the best medicine.
Skill #7: Discretion
The Health Insurance Portability and Accountability Act of 1996 (HIPAA) regulates how a patient’s medical information is handled. It defines who can access data and governs the disclosure of most details without consent.
A hospital admissions assistant has to manage information carefully, safeguarding medical records by following privacy procedures. For example, data can’t be shared with colleagues who don’t need to know, and it can’t be discussed with family or friends of the patient without their consent. Breaches in confidentiality are a disservice to the public and compromise trust. HIPAA violations can result in stiff financial penalties for hospitals and job loss for staff.
Skill #8: Team Spirit
Hospital admissions assistants are the bridge between patients and clinical staff, they’re the glue that holds the team together. A genuine sense of camaraderie improves morale and decreases workplace stress.
Close-knit teams share a bond that makes it easier for individuals to seek personal or professional support from colleagues. Working in a trusting, collaborative environment also encourages employees to submit ideas for improvements. You’ll enjoy working in a hospital more if you feel comfortable in a team environment, especially while on the front lines.
Final Thoughts
Millions of Baby Boomers will soon be America’s largest group of healthcare consumers. They need care, and that means hospitals need a full staff. Whether your goal is to help your community as a front-line worker during the pandemic or to train for a stable career after the pandemic comes to a close, a vocational school diploma in medical assisting puts you in the driver’s seat.
Interested in learning more about becoming a hospital admissions assistant and helping out on the front lines? Meridian College offers hands–on Medical Assistant training from experienced school faculty who know how to prepare you for the daily challenges you’ll face on the job. From assisting doctors with patients to important administrative tasks, our experienced Medical Assistant program teachers will train you for a rewarding new career.
In addition to receiving training from school instructors with real-world experience, you will also complete a school externship in a physician’s office, clinic or related healthcare facility under the supervision of a physician, nurse or health services professional to further develop your skills.
Contact Meridian College today to learn more about becoming a medical assistant or hospital admissions assistant.