Admissions and Records Specialist

Position Title: Admissions & Records Specialist

Reports To: Admissions Director

Department: Administration

FLSA Status: Non-Exempt

Position Summary

The Admissions & Records Specialist is responsible for coordinating the admission process for new residents and maintaining accurate, organized, and confidential medical records in accordance with federal, state, and facility regulations. This position serves as the primary liaison between prospective residents, families, healthcare providers, and facility staff to ensure a smooth intake process and compliance with health information management standards.

Essential Duties And Responsibilities

• Coordinate all aspects of the admissions process, including receiving referrals, verifying insurance, preparing admission packets, and obtaining required documentation.
• Communicate effectively with residents, families, hospitals, referral sources, and interdisciplinary team members to facilitate a smooth transition into the facility.
• Maintain accurate and up-to-date medical records for all residents in compliance with HIPAA and regulatory guidelines.
• Ensure timely filing, scanning, and retrieval of medical documentation, physician orders, and care plans.
• Audit records regularly to verify accuracy, completeness, and compliance with federal, state, and facility requirements.
• Prepare and submit admission and discharge documentation to appropriate agencies as required.
• Assist in maintaining census reports and other admission-related data.
• Collaborate with the interdisciplinary team to support resident care planning and quality assurance activities.
• Provide orientation to residents and families regarding facility policies, services, and expectations.
• Support survey readiness by ensuring records and admission files are complete and accessible.
• Perform other duties as assigned to support facility operations.
  
  
  

Qualifications

• High school diploma or equivalent required; Associate’s degree in Health Information, Healthcare Administration, or related field preferred.
• Minimum of two (2) years of experience in healthcare admissions, medical records, or health information management.
• Knowledge of HIPAA regulations and medical terminology.
• Strong organizational skills with attention to detail and accuracy.
• Proficiency with Microsoft Office and electronic medical record (EMR) systems.
• Excellent communication and customer service skills.
  
  
  

Physical Requirements

• Must be able to sit, stand, and move intermittently throughout the workday.
• Ability to lift up to 25 lbs. occasionally.
• Ability to handle stressful or emotionally charged situations with professionalism.
  
  
  

Equal Employment Opportunity (EEO) Statement

Manatee Springs is an Equal Opportunity Employer and is committed to fostering an inclusive and diverse workplace. Employment decisions are based on merit, qualifications, and business needs, without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, veteran status, or any other legally protected status

Acknowledgment

I have read this job description and fully understand that the requirements set forth therein have been determined to be essential to this position. I hereby accept the position of Admissions & Records Specialist and agree to perform the tasks outlined in this job description in a safe manner and in accordance with the Facility's established procedures. I understand that as a result of my employment, I may be exposed to blood, body fluids, infectious diseases, air contaminants (including tobacco smoke), and hazardous chemicals and that the Facility will provide to me instructions on how to prevent and control such exposures. I also understand I may not release or disclose protected health or Facility information without proper authorization.

I further understand that the duties listed above may change at any time, either verbally or in writing according to the needs of the Facility. I understand that I may be required to work weekends, holidays, and may be temporarily assigned to other positions as needed.

I acknowledge that this Job Description does not create an employment contract. Further, I understand that my employment is at-will and thereby understand that my employment may be terminated at-will by either the Facility or myself, and that such termination can be made with or without notice.