Hospital Unit Support Specialist, AM (BayPointe)

AltaPointe Health Systems; Mobile (AL); On-site; USD 28,000 - 42,000; Full time

Job summary

AltaPointe Health Systems in Mobile, AL is seeking an Administrative Support Specialist to manage admissions and medical records workflows and ensure documentation accuracy. This role anchors daily census, billing entries, file management, and frontline support for the unit, coordinating with nurses and IT as needed.

You will handle chart tracking, e-signature updates, and supply distribution while maintaining confidentiality and efficiency in a healthcare setting.

Qualifications

• High school graduate or equivalent.
• Preferred applicants have experience in healthcare field, with admissions and discharges.

Responsibilities

• Keys billing information on a daily basis from the DSR into the CSM system.
• Files documentation in the consumers’ records as needed.
• Completes census maintenance on a daily basis accurately.
• Notifies nurses of e-signature changes.
• Assists with pulling and locating charts and with other requests.
• Maintains the chart tracking (charge-out) system to track the location of each record.
• Distributes office supply orders for the unit and places supply orders.
• Accesses labs daily, prints reports and places on appropriate charts.

Skills

Administrative support

Record keeping

Education

High school diploma or equivalent

Job description

Primary Job Functions

• Reviews documentation for any improper corrections, missing signatures, dates, times, etc. and monitors for completeness.
• Returns incomplete documentation to the program supervisor.
• Keys billing information on a daily basis from the DSR into the CSM system appropriately.
• Files documentation in the appropriate section of the consumers’ records as needed.
• Completes administrative review when needed.
• Performs basic clerical functions.
• Completes census maintenance on a daily basis accurately and completely, including the “head in the bed check” completed at midnight.
• Completes Compliance Checklists on a daily basis.
• 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 in an appropriate and timely manner.
• Ensures the 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 have been obtained on progress notes/orders. Restraints and Seclusion observation sheets.
• Distributes the office supply orders for the unit and places supply orders with the administrative assistant as needed.
• Accesses labs on a daily basis, 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 that all unit copiers are working appropriately and reports issues to IT department.
• Assist with facilitating hospital phone time in professional, organized, and quiet manner.
• Serve as the back-up for the Admission Support Specialist if necessary.
• Complete “head in the bed checks” in the event Admission Support Specialist is unavailable.
• Support Front Desk Support Specialist as needed.

Other duties that may be performed depending on facility

• 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

Supervision and consultation

• Seeks supervision and consultation as needed.
• Accepts and employs suggestions for improvements.
• Actively works to enhance skills.

Customer Service Driven Care

• Treats consumer with care, dignity, and compassion
• Respects consumers’ privacy and confidentiality
• Is pleasant and cooperative with others
• Works in a cooperative manner with other AltaPointe employees.
• Assists consumer 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 program management.
• Utilizes hospitality skills as the facility representative during all consumer and guardian encounters.
• Courteous and respectful towards consumers, visitors, and co-workers

Administrative and other related duties as assigned

• Actively participates in Performance Improvement activities.
• Actively participates in AltaPointe committees as required.
• Completes assigned tasks in a timely manner.
• Follows AltaPointe policies and procedures.

Physical Requirements of the Job

• Continuous sitting (extended sitting) up to 2 hours at a time until break or lunch.
• Reaching forward to place paperwork on a document stand.
• Grasping to turn keys in doors throughout facility, grabbing files/paperwork
• Lifting and carrying up to 15 pounds to transport small quantity of charts various distances in facility.
• Fine manipulation/dexterity for data entry, writing and handling paperwork.
• Standing and walking frequently throughout shift and to various locations in the facility to file charts and put up supplies.
• Sitting can be in frequent bursts up to 10 minutes. Extended sitting can be up to, but limited to 1 hour.
• While filing in the medical records department, the employee may bend forward squat/lunge stoop or crouch to access the levels that are at floor waist level. Forward bending while sitting or crouching to access safe in office may be needed.
• Forward reaching, reaching out to front , and overhead reaching with up to 5 pounds to 15 is performed when filing records and charts.
• Forward reaching, overhead reaching and reaching down while filing medical record that can range up to 15 pounds.
• Lifting various ranges from the floor to overhead throughout the day with up to 15 pounds (medical records and supplies).
• Frequent pushing/pulling with a force up to 25 pounds (medical record cart) and doors throughout the facility (5 pounds).
• Step ladder climbing frequently to access higher shelves for filing and stocking/retrieving supplies.
• Strong grasp/pinch grip needed to use keys in doors and to handle medical records.
• Fine manipulation/dexterity to use computer, write and handle medical records paperwork.
• Must be able to stand for long periods of time, continuously bend, stoop, kneel, crouch, reach and lift at least 10 pounds.
• Must have visual acuity in at least one eye and manual dexterity.
• Any additional duties as assigned by management.

High school graduate or equivalent. Preferred applicants have experience in healthcare field, with experience relative to admissions and discharges.