Hospital Unit Admin & Records Specialist

AltaPointe Health; Mobile (AL); On-site; USD 32,000 - 48,000; Full time

Job summary

AltaPointe Health in Mobile, AL seeks a detail-oriented administrative professional to handle documentation reviews, chart management, and daily clerical tasks across admissions, billing, and patient records. The role supports nursing and front desk staff, ensuring accuracy, privacy, and timely communication in a busy healthcare setting.

The position involves census maintenance, reporting, and coordination of supplies, with emphasis on patient safety, compliance, and customer service.

Qualifications

• High school graduate or equivalent.

Responsibilities

• Reviews documentation for improper corrections, missing signatures, dates, times, etc., and monitors for completeness.
• Returns incomplete documentation to the program supervisor.
• Keys billing information daily from the DSR into the CSM system.
• Files documentation in the appropriate section of the consumers’ records as needed.
• Completes administrative review when needed.
• Performs basic clerical functions.
• Completes census maintenance daily, including the 'head in the bed' check at midnight.
• Completes Compliance Checklists daily.
• Makes copies and faxes information as needed and checks fax regularly.
• Assembles charts and checks records for availability of forms.
• Notifies nurses of e-signature changes.
• Upon admission, accesses and prints medication lists and medical checklists for active consumers and places on charts.
• Notifies applicable staff of emergency situations promptly.
• Ensures cleanliness and orderliness of the units.
• Assists with pulling and locating charts and with other requests.
• Maintains the chart tracking (charge-out) system to track the location of each record.
• Ensures all charts are accounted for and filed on the chart rack at the end of each shift and all signatures obtained on progress notes/orders; restraints and seclusion sheets.
• Distributes office supply orders for the unit and places supply orders with the administrative assistant as needed.
• Accesses labs daily, prints reports, and places on appropriate charts for review.
• Ensures unit/nursing supplies are maintained at appropriate levels.
• Keeps Dietary informed of admissions and prints dietary tickets as needed.
• Ensures all unit copiers are working and reports issues to IT.
• Assist with facilitating hospital phone time in a professional, organized, and quiet manner.
• Serve as back-up for the Admission Support Specialist if necessary.
• Complete 'head in the bed checks' if Admission Support Specialist is unavailable.
• Support Front Desk Support Specialist as needed.
• Pulls mail.
• Runs census.
• Checks for weekend admissions.
• Checks all room assignments.
• Discharges packets for receiving facilities including to ICF units to include psychiatric evaluation, H&P, labs and X-rays.
• Does not leave without letting nurse know.
• Seeks supervision and consultation as needed.
• Accepts and employs suggestions for improvements.
• Actively works to enhance skills.
• Treats consumers with care, dignity, and compassion.
• Respects consumers’ privacy and confidentiality.
• Is pleasant and cooperative with others.
• Works cooperatively with AltaPointe employees.
• Assists consumers and visitors as needed.
• Personal values don’t inhibit ability to relate and care for others.
• Is sensitive to the consumer’s needs, expectations, and individual differences.
• Is gentle and calm with consumers, families and others as appropriate.
• Works pro-actively to problem solve issues for family and consumers prior to involving supervisor or management.
• Utilizes hospitality skills as the facility representative during all consumer and guardian encounters.
• Courteous and respectful towards consumers, visitors, and co-workers.
• Actively participates in Performance Improvement activities.
• Actively participates in AltaPointe committees as required.
• Completes assigned tasks promptly.
• Follows AltaPointe policies and procedures.
• Continuous sitting up to 2 hours; reaching to place paperwork; lifting up to 15 pounds; standing and walking; other bidirectional movements.

Job description

AltaPointe Health in Mobile, AL seeks a detail-oriented administrative professional to handle documentation reviews, chart management, and daily clerical tasks across admissions, billing, and patient records. The role supports nursing and front desk staff, ensuring accuracy, privacy, and timely communication in a busy healthcare setting.

The position involves census maintenance, reporting, and coordination of supplies, with emphasis on patient safety, compliance, and customer service.