POSITION TITLE: Specialty Clinic Registration Clerk

SUPERVISED BY: Clinic Director

POSITION SUMMARY:

The Specialty Clinic Registration Clerk provides reception, phone coverage, and clerical support for the specialty clinics, and is responsible to perform the efficient and orderly registration of patients to ensure accurate patient information is collected. They will answer phones and schedule appointments and well as verify insurance, maintain medical records complete prior-authorizations, and coordinate with outside departments for surgical procedures.

POSITION QUALIFICATIONS:

High school diploma or equivalency required.

Must have a minimum of 2 years reception/secretarial or public relations experience performing administrative support duties and/or dealing with the public preferably in the medical field with experience in scheduling, registration, and/or medical records.

Previous insurance billing, prior authorization, and eligibility check experience preferred, with medical terminology knowledge and procedural understanding of hospital admission process.

Proficiency utilizing copy/fax machine, multi-lined telephones, and computer usage, including Outlook, Microsoft Office, Excel, etc.

Must have excellent organizational skills, ability to multitask and to work autonomously within the parameters of the job.

Must be able to prioritize multiple projects, maintain multiple time lines, and have the ability to understand and carry out written and verbal instructions.

CPR/BLS must be obtained within 90 days of hire for the position

Must have excellent interpersonal skills and the ability to write clearly and legibly on all reports, forms and written communications used by this position/department.

SCHEDULE:

Full-Time: 36-40 hours per week

Rotating shifts between 6:30 am and 6pm based upon needs of the clinic

M-Thursday; with some exceptions based on the needs of the clinic

ESSENTIAL JOB DUTIES/REQUIREMENTS:

Welcome patients, clients, family members, and visitors in a professional friendly manner, ascertains their need and directs them accordingly, while showing tact and empathy at all times.

Acknowledges customer with positive demeanor and provides information clearly with sensitivity; demonstrates compassion and applies interactive listening skills. Attempts to address concerns or needs immediately.

Receives incoming telephone calls for the department, obtains all pertinent information, and forwards to appropriate person.

Maintains positive and effective working relationships with the department, hospital departments, medical staff, community agencies, and other health care agencies.

Must have the ability multi-task with interruptions and stay focused on tasks related to job function.

Ability to answer a multi-lined phone politely and promptly, and either schedule patients or document accurately the telephone messages, then routing them appropriately.

Register patients by verifying demographic and financial information, ensuring current data is complete and accurate, scanning current insurance cards, photo IDs, and thoroughly explain process of registration procedures/payment requirements of insurance plans.

Ensure charts are complete, accurate, properly labeled, and scanned into correct electronic record account. Forward paper documents to medical records for review and further processing.

Ability to explain billing policies regarding deposits and credit, and collect co-payments and/or deductions from patients at the time of check-in by following established procedures for issuing payment receipts and securing collections received.

Must assist patients in understanding insurance benefits, and refer insured patients to Financial Consultants if needed and/or explain and assist patients with Sliding Scale applications if needed.

Must obtain necessary signatures on medical and registration paperwork. I.e. New patient packet, information consent for treatment, payment and operations, release of information, assignment of benefits and all admission and billing forms. Must also scan all forms into appropriate location.

Scan medical documents into the EMR, and be responsible for following all HIPPA and Confidentiality policies for Medical Records Releases for the Clinic, which includes transfer of care documentation, and other various medical records requests from other healthcare facilities, legal representatives, and/or insurance companies.

Complete prior-authorizations, referrals, and scheduling of testing for patients, then updating EMR with the information, and coordinating with surgical department for authorized procedures and cases.

Maintain a safe, clean, and comfortable environment, and assists with cleaning and preparing treatment rooms.

Completes all Medical Records requests. Administers the creation, reproduction, security, and maintenance of departmental records in compliance with HIPAA regulations.

Responsible for completing additional duties as assigned, including checklists for opening, closing, chart prep, taking minutes for department meetings, assignments given related to clinic registration role, and additional duties as assigned.

Must maintain a positive, courteous and professional manner to patients, families, visitors, co-workers and medical personnel internal and external to the organization.

Must demonstrate the ability to tactfully handle difficult situations with patients, family members, and other medical personnel internal and external to the organization.

Must be responsible for understanding and demonstrating Life Safety requirements and their role related to various situations that could potentially pose a threat to patients, co-workers, and self; reacting properly and following correct policy and procedures in the event of an emergency or disaster

Completes orientation, annual review, CPR, Care Learning, and other required in-service training within policy time frames.

Must wear Personal Protective Equipment (PPE) as situations require to maintain Infection Control Standards set by the hospital