Admitting Department Manager

I. Position Summary

The Admitting & Patient Registration Manager is responsible for overseeing the daily operations of the hospital’s admitting, registration, and patient access functions. This role ensures that all admissions, pre-admissions, and registration processes are handled accurately, efficiently, and in full compliance with federal, state, and accrediting body regulations (TJC, CMS, CDPH, HIPAA, Title 22).
 

The manager leads a team focused on patient experience, financial accuracy, and operational efficiency while ensuring seamless coordination with clinical, nursing, utilization review, case management, and revenue cycle teams.

II. Essential Duties & Responsibilities

A. Leadership & Staff Management

· Recruit, train, coach, and mentor admitting and registration staff.

· Conduct performance evaluations, competency assessments, and continuous training programs.

· Develop staffing models aligned with patient volume and departmental goals.

· Foster a patient-centered culture emphasizing empathy, professionalism, and efficiency.

· Address employee relations issues in coordination with Human Resources.

B. Department Operations & Patient Flow

· Oversee all patient admitting and registration processes for inpatient, outpatient, and same-day surgery.

· Ensure accurate collection of demographics, insurance, and consent forms at registration.

· Establish and monitor performance metrics, including wait times, patient satisfaction, and registration accuracy.

· Coordinate bed assignments in collaboration with nursing, case management, and utilization review teams.

· Manage physician admitting privileges and maintain up-to-date physician rosters.

· Ensure appropriate handling of conservatorship, proxy authorization, and advance directive documentation.

C. Regulatory Compliance & Risk Management

· Maintain full compliance with TJC, CMS Conditions of Participation, CDPH Title 22, and HIPAA.

· Develop, implement, and update admitting and registration policies and procedures.

· Ensure patient rights are upheld throughout the admission and registration process.

· Conduct regular audits on documentation, financial eligibility, and compliance.

· Prepare for and participate in state, federal, and accreditation surveys.

D. Financial Oversight & Revenue Integrity

· Oversee insurance verification, authorization, and eligibility workflows.

· Collaborate with the Business Office and Revenue Cycle team to ensure clean claims and minimize denials.

· Monitor and analyze departmental financial performance and patient access KPIs.

· Develop departmental budgets, forecast resource needs, and manage expenditures.

· Implement cost-saving strategies while maintaining quality standards.

E. Communication & Collaboration

· Serve as the liaison between admitting, clinical departments, billing, and patient financial services.

· Provide timely updates to physicians, nursing leadership, and administrative teams regarding patient placement and registration challenges.

· Lead interdisciplinary meetings to streamline patient flow and resolve operational barriers.

· Communicate effectively with patients, families, proxies, and caregivers to ensure clarity and satisfaction.

F. Quality Improvement & Patient Experience

· Implement patient satisfaction initiatives, leveraging survey results and feedback.

· Monitor call handling, wait times, and service quality at registration points.

· Lead process improvement projects focused on efficiency and patient-centered care.

· Participate in hospital-wide quality councils and performance-improvement committees.

G. Technology & Data Management

· Ensure accurate use and optimization of EHR and patient access systems.

· Oversee the integration of registration data into clinical and financial systems.

· Maintain data integrity and reporting accuracy for hospital leadership and compliance purposes.

· Evaluate and implement emerging technologies to enhance operational efficiency.

H. Professional Development

· Attend industry workshops, webinars, and conferences to maintain up-to-date knowledge of regulations and best practices.

· Stay informed on changes to CMS, CDPH, and payer requirements affecting admissions and registration.

· Provide internal training and guidance to ensure team compliance and growth.