Manager of Admitting and Registration

Description

Under general direction of either the Director, Patient Business Services or Assistant Director, Patient Business Services, to plan, direct, coordinate and manage the staff involved in the admittance of patients to the emergency room, inpatient division of Valley Medical Center, emergency psychiatric services, and acute psychiatric services and to organize, supervise and coordinate the Treatment Authorization Unit. This includes the collection and production of admission data used by the clinical staff and the financial securing of accounts for billing and collections.

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Santa Clara Valley Healthcare (SCVH) is the second largest public health care system in California and includes three acute care hospitals, 14 clinics and 60 specialty and sub-specialty services. Our mission is to provide high-quality, accessible healthcare and excellent service to everyone in Santa Clara County.

Santa Clara Valley Medical Center - SCVMC is a full-service tertiary acute care teaching hospital with 699 licensed beds providing a wide range of specialized services, including Rehabilitation, Burn, Trauma, and NICU. SCVMC was ranked by U.S. News and World Report as #6 Rehabilitation Hospital in the nation and #1 in the West and designated as a 2024 High Performing hospital for Maternity Care, Heart Failure, Stroke, Hip Fracture, and Pneumonia.

O'Connor Hospital - O'Connor Hospital (OCH) is a 358 licensed bed acute care facility offering a full range of inpatient and outpatient medical, surgical and specialty programs to residents of Santa Clara County. It was founded in 1889 as one of the first hospitals in the county. OCH has grown significantly over the past five years in both its inpatient volume and its Emergency Department visits. Along with these volume increases other ancillary and clinical departments like imaging, lab, pharmacy, and respiratory have seen growth as well.

St. Louise Regional Hospital - Since 1989, St. Louise Regional Hospital (SLRH) has been caring for the residents in Santa Clara and San Benito Counties, offering a wide range of inpatient and outpatient medical specialties. SLRH has 93 beds, is a Designated Primary Stroke Center, and is the only acute care hospital in the area. Located in Gilroy, SLRH maintains a CALSTAR 2 emergency helicopter base on the premises.

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Typical Tasks

• Manages the staff involved in the registration of patients in the emergency room, inpatient admissions, emergency psychiatric services, and acute psychiatric services;
• Manages and directs the Treatment Authorization Unit and its related functions;
• Provides key leadership in ensuring SCVH&HS's success in meeting SCVH&HS's commitment to its mission and values;
• Guides, directs, evaluates, trains, hires, and terminates subordinate supervisory staff;
• Facilitates and/or participates in meetings, projects, and program development;
• Attends internal and external meetings;
• Assists customers, e.g. patients, families, physicians, department heads, in resolving concerns;
• Develops budget and monitors performance for areas of responsibility;
• Prepares departmental and unit annual goals and objectives, involving subordinates in the process;
• Receives calls from staff, physicians, and administration, during and after business hours, regarding admitting policies, procedures, issues;
• Ensures compliance with all state, federal, local government and private industry mandates;
• Works with clinical staff, physicians and the Medical Director to ensure compliance with admitting policies and procedures;
• Formulates and implements policies and procedures for areas of responsibility;
• Conducts analytical studies and prepares reports on department status, progress and needs;
• Identifies problems and works with divisional representatives to facilitate solutions;
• Analyzes and plans for the effective utilization of personnel and develops staffing patterns to handle peak workloads;
• Resolves the more complex problems/accounts that occur in any of the areas of responsibility;
• Coordinates with medical staff, other divisions of the hospital or outside agencies regarding administrative matters relating to admissions, acute and emergency;
• Performs other related duties as required.

Employment Standards

Sufficient education and/or experience that demonstrates possession of the following knowledge and abilities:

Experience Note: Possession of a Bachelors degree in health care administration or related field and three years of administrative, managerial, or supervisory experience in an admitting, emergency, or patient accounting department. Additional administrative/supervisory experience may be substituted for the education on a year for year basis.

Knowledge of:

• Hospital organization and operations;
• Principles of change management;
• Principles and practices of management, labor relations and budget;
• Principles of negotiation & persuasion;
• Project management;
• Registration systems and procedures;
• Systems of billing and accounting;
• Private and third party (Medicare/Medi-Cal) insurance authorization and claiming procedures, rules and regulations;
• Principles and practices of public relations.

Ability to:

• Plan, organize and direct the staff of large, complex organizational units of the hospital;
• Negotiate admitting and payment arrangements;
• Interpret, analyze and implement complex state and federal regulations;
• Ability to quickly and accurately access and resolve complex admission, billing and treatment authorization issues;
• Establish and maintain effective working relationships with those contacted in the course of work;
• Prioritize conflicting projects, issues, and responsibilities;
• Develop and implement new processes and procedures;
• Analyze, establish and manage the budgetary resources of the departments;
• Assess the functioning of the department and prepare reports on progress, problems and needs;
• Communicate effectively orally and in writing;
• Give presentations to large groups;
• Motivate and coordinate the activities of groups, including groups that may not have a direct reporting relationship;
• Analyze work processes internally and across multidisciplinary areas to ensure maximum efficiency;
• Prepare clear and concise correspondence and reports.