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Administration, Clerical & Support

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Senior Admitting Representative - Grade 6

Location: Santa Clara, CA Job Number: 706085 Date posted: 07/11/2018
Description: Under the direct supervision of the Admitting Mgr/Supervisor/Designee, the Sr Admitting Rep will direct & check the work of other Admitting Staff. Additional duties may include: oversee the orientation &/or training of employees & inform mgmt of any barriers preventing successful completion of training; coordinate the workflow among employees within the work area; provide technical or functional direction & support to employees; & inform mgmt on the work environment, defined as dept resources, staffing needs, training needs & equipment needs. Besides these duties, must participate in the regular work of their classification within the dept. The Sr Admitting Rep is a pt service professional responsible for coordinating & completing every phase of the admission function including admissions, pre-admissions, interviews for financial & demographic info, obtains & processes advance directives, obtains pt/agent signatures, may initiate valuables collection & distribution, document preparation for all elective, direct &/or emergency admissions, revenue collection in all settings, & data retrieval. Assures confidential treatment of all communications written & verbal. Will initiate & maintain pt room assignments & status until discharge. Acts as a primary informational resource & provides assistance to both internal & external customers. Must be capable of making decisions & working independently to achieve all departmental functions, as well as maintain an in-depth understanding of job duties & changes as admitting decisions have significant financial & medical implications.

Essential Funtions:
  • Coordinate/direct, check, & report on the work of other employees w/in the dept
  • Assist w/ the orienting & training of all employees;Identify training needs & resources for employees
  • Monitor supply levels & orders supplies as needed
  • Address & responds to daily operational & computer concerns
  • Monitor reports & completes audits as necessary
  • Support team building w/in the work environment & w/ our internal customers
  • Meet weekly w/ Mgr/Supervisor/Designee
  • Complete training courses including, but not limited to LMP, Interest Based Problem Solving, Union Partnership Representative & Communication Skills
  • Instruct & review w/ pt, info concerning hospitalization. Ascertain health plan status, research eligibility & collect & copy non-KP insurance info
  • Identify all uninsured or under-insured pts admitted to facility; refer to Financial Counselors for further action
  • Obtain verification & necessary pending authorizations from non-KP insurers (including Medicare, Medic-Cal & COB) on members & non-members when Financial Counselor is not available. All documentation is completed in the Member Integrated Tracking System (MITS) or the appropriate KP tracking system
  • When Financial Counselor is available, discuss the need to obtain authorizations from non-KP insurers (including Medicare, Medi-Cal & COB)
  • Promote pt satisfaction & retention through the successful facilitation of revenue collection process
  • Calculate member liability based on benefit plan (e.g. Deductible Health Maintenance Organization (DHMO), High Deductible Health Plan (HDHP), Medicare D, Out of Pocket Maximum (OOP Max), etc.); inform pt/agent & collect appropriate cost share payments for services rendered in all settings (e.g. bedside, follow up phone calls to pt's home, etc.)
  • Notify pt & when possible, collect financial liability for elective procedures. Document all interactions
  • Contact all discharged pts to attempt collection of financial liability. Document all interactions
  • Research payment records of all non-paying pts w/ liabilities, utilizing system records. Report findings to Mgr/Supervisor/Designee
  • Analyze revenue data to determine obstacles in cost share collections. Report daily/weekly to Mgr/Supervisor/Designee
  • Collect all info necessary to bill second-party payers, e.g. COB, Medicare, Medi-Cal, third-party payers, Workers' Compensation, Commercial & Non-KP HMO
  • Interview pts for pre-admission or admission to the hospital, collecting personal, demographic, financial & medical info in person or by phone per KP policies
  • Enter complete data into the KP info systems & review for accuracy per dept, local, regional & regulatory compliance
  • Affix identification bracelet to the pt's wrist on the side of the body opposite the intended procedure or injury per local policy
  • Understand & abide by the HIPAA regulations & KP Corporate Compliance. Provide up-to-date info concerning admission & hospital practices & admin procedures per HIPAA guidelines. Evaluate & attempt to resolve/refer public & pt concerns as they arise
  • Facilitate the timely admission of pts throughout the hospital by coordinating pt info w/ the physicians, ER, Clinic Depts, House Nursing Sup, Pt Care Unit Staff & Outside Care Coordinators per local policy
  • Receives admission requests; facilitates appropriate bed assignments & communicates info to staff
  • Maintain accurate record of cost share status of all pts w/ liabilities, utilizing revenue tracking system as determined by mgmt
  • Obtain appropriate signatures on permits & consents per CA Hospital Association (CHA) consent guidelines
  • Prepare related admission paperwork in advance to facilitate a timely admission process. Assemble & coordinate admission materials to create a comprehensive admission package
  • Distribute relevant brochures/letters to pt/agent (e.g. Medicare letter, Coordination of Benefits (COB) brochure, advance directive brochure, cost share letter, etc.)
  • Receive, document, secure & release pt valuables according to Standard Procedure 18A as appropriate
  • Initiate membership records on all newborns per local policy
  • Distribute admission materials to proper locations
  • Participate in problem-solving as needed to assure organizational revenue targets & customer satisfaction
  • Escort or arrange for pt escort to assigned room or area per local policy
  • Answer phones in a professional, courteous & positive manner promoting excellent customer relations when providing info/directions to physicians, staff & public
  • Maintain high standards of excellence & assist KP fulfill its mission by providing high-quality health care services
  • Work in a team environment continually enhancing required skills through scheduled training sessions or individually; attend required meetings, workshops & in-services.
  • Provide support in conducting audits depending upon supervisory need
  • Perform other related duties as required
  • The above statements are intended to describe the general nature & level of work being performed by individuals assigned to this position. They are not intended to be construed as an exhaustive list of responsibilities, duties, & skills required of personnel so classified

  • Basic Qualifications:
  • Six (6) months of work experience within the last twelve (12) months required.
  • High school diploma or equivalent
  • NAHAM Certified Healthcare Access Associate required (Note: employees in the Sr. Admitting Clerk or Sr. Administrative Partner positions prior to 12-8-06 shall be grandfathered & are exempt from obtaining the NAHAM Certification.)
  • Complete NatI Assoc of Healthcare Access Mgmt Certified Healthcare Access Associate program & obtain certification within 90 days from the effective date of the assignment
  • Basic knowledge & use of computer & computer keyboard (able to pass PC skills assessment)
  • Typing speed: 35 wpm typing or 6000 data entry keystrokes (able to pass either test)
  • Proficient in admitting medical terminology (able to pass standardized test)
  • Professional customer service skills
  • Ability to read, write, understand & follow oral & written instructions
  • Ability to effectively present info in one-on-one & small group situations to customers & other personnel within the organization
  • Ability to use basic math
  • Ability to work rapidly & accurately w/ phone, personnel & patient interruptions
  • Ability to multitask, organize & prioritize & work independently w/ minimal supervision
  • Must be willing to work in a Labor Mgmt Partnership environment


    Preferred Qualifications:
  • Hospital/clerical setting or medical office experience preferred
  • Revenue collection experience preferred
  • Proficient in word-processing, spreadsheet programs, etc. preferred

    Skills Testing*: Basic PC skills test (able to pass PC skills assessment), Medical Terminology (able to pass standardized test) and Typing 35 WPM or 6,000 keystroke Equivalent




    Primary Location: California,Santa Clara,Santa Clara Hospital 700 Lawrence Express Wy. Scheduled Weekly Hours: 40 Shift: Evening Workdays: Mon, Tue, Thu, Fri, Alt weekends Working Hours Start: 1:00 PM Working Hours End: 9:30 PM Job Schedule: Full-time Job Type: Standard Employee Status: Regular Employee Group/Union Affiliation: United Healthcare Workers - West Job Level: Entry Level Job Category: Administration, Clerical and Support Services Department: Admitting Travel: No
    Kaiser Permanente is an equal opportunity employer committed to a diverse and inclusive workforce. Applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), age, sexual orientation, national origin, marital status, parental status, ancestry, disability, gender identity, veteran status, genetic information, other distinguishing characteristics of diversity and inclusion, or any other protected status.

    External hires must pass a background check/drug screen. Qualified applicants with arrest and/or conviction records will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances.
  • About Administration, Clerical & Support Services Careers

    Administration, Clerical & Support Services Careers

    From greeting callers and visitors and answering questions to coordinating schedules and arranging meetings, our administrative, clerical, and support teams consistently demonstrate extraordinary knowledge, skills, and abilities. They provide superior and culturally sensitive service to each other, our members, purchasers, contracted providers, and vendors.

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