Admissions Assistant

Harboroaks; Wilmington (NC); On-site; USD 36,000 - 48,000; Full time

Job summary

Harboroaks in North Carolina seeks an admissions/registration specialist to greet patients, handle intake paperwork, and explain forms prior to signing. You will coordinate with clinical staff, ensure accurate data entry, and escort patients to proper locations while maintaining safety and a positive environment.

Bachelor’s degree is preferred; healthcare experience is desired. CPR and de-escalation/restraint certification are required, with training provided upon hire.

Qualifications

• Bachelor’s degree is preferred; Social Services field is a plus.
• One or more years’ experience in healthcare preferred.

Responsibilities

• Greet and search new patients and those transporting patients upon arrival.
• Handle clerical duties: paperwork, data entry, insurance claims communications, and answering phones.
• Complete admission paperwork and explain forms before signing; notify clinical lead of arrival; escort patient and documents to the appropriate location.
• Ensure timely and accurate admission process and distribution of paperwork to notify staff of arrival/transfer.
• Ensure all required patient information is received and processed and arrange necessary appointments with behavioral or medical staff.
• Demonstrate a positive, empathetic, and professional attitude toward customers.
• Address and resolve complaints when patient needs are unmet and uphold patient safety as a top priority.
• Maintain sense of urgency to support patient safety and excellent customer service.
• Ensure patient well-being and provide a positive, supportive environment.
• Conduct safety checks and supervise at 15-minute intervals per guidelines.
• Document clinical information accurately in medical records and systems.
• Assist in providing a safe, clean, and comfortable environment for patients and staff.
• Interact with patients, observe behaviors, and communicate observations to admissions staff.
• May obtain vital signs, height, and weight and document in records.
• Engage patients in activities aligned with treatment goals.
• Assist with contraband searches and belongings as needed.
• Complete and maintain required documentation; assist with follow-up and incident paperwork.
• May arrange transportation for patients as needed.
• Acknowledge priority of patient safety.

Skills

Customer service

Data entry

Communication

Education

Bachelor’s degree (preferred)

Social Services field is a plus

Job description

Overview

PURPOSE STATEMENT:

Responsible for the admission and registration of incoming patients.

Responsibilities

ESSENTIAL FUNCTIONS:

• Greet and search new patients and those transporting patients upon arrival.
• Responsible for clerical duties such as managing paperwork, handling data entry, engaging with insurance companies over claims, and answering phones.
• Complete the paperwork necessary to admit the patient to the assigned program and explain forms prior to patient signing, notify the clinical lead of the patient’s arrival, and escort the patient and documentation to the appropriate location within the facility.
• Efficient and accurate completion of the admission process of patients and the timely distribution of the paperwork necessary to notify staff of the arrival/transfer of each patient.
• Ensure all required patient information is received and processed and necessary appointments are made with the proper behavioral or medical health personnel.
• Demonstrate a positive, empathetic, and professional attitude toward customers always.
• When a patient’s needs are not met, acknowledge and work to resolve complaints. Recognize that patient safety is a top priority.
• Demonstrate a sense of urgency related to the importance of patient safety and provide excellent customer service.
• Ensure the well‑being of patients and provide a positive, supportive, and structured environment.
• Responsible for conducting safety checks and ensuring that supervision is conducted at 15‑minute intervals, as noted in special precautions, or in accordance with individualized supervision guidelines as needed.
• Document timely, accurate, and appropriate clinical information in patients’ medical records and inpatient registration or other technology systems.
• Assist in providing a safe, secure, clean and, comfortable environment for patients, significant others and, staff.
• Interact routinely with patients, observe behaviors, and communicate significant observations to admissions staff.
• May obtain patient’s vital signs, height, and weight as assigned and document in the patient record.
• Engage patients in activities and interactions designed to encourage the achievement of the treatment goals.
• Assist incoming patients/family members with contraband searches, and itemizing belongings and valuables when needed.
• Complete and maintain required documentation.
• Assist with follow‑up and paperwork as required on incidents and events that may take place in the facility.
• May provide transportation for the patient, or coordinate transportation with an appropriate staff member.
• Recognize that patient safety is a top priority.
• Data Entry

OTHER FUNCTIONS:

• Perform other functions and tasks as assigned.

Qualifications

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:

• Bachelor’s degree is preferred; Social Services field is a plus.
• One or more years’ experience in healthcare preferred.

LICENSES/DESIGNATIONS/CERTIFICATIONS:

• CPR and de‑escalation/restraint certification required (training available upon hire and offered by facility).
• First aid may be required based on state or facility.

ADDITIONAL REGULATORY REQUIREMENTS:

While this job description is intended to be an accurate reflection of the requirements of the job, management reserves the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, changes in workload, rush jobs or technological developments) dictate.

We are committed toprovidingequalemploymentopportunitiestoall applicantsforemploymentregardlessofanindividual’scharacteristicsprotected byapplicable state,federalandlocallaws.