Registration Clerk II

JOB DESCRIPTION: Greets, screens, and directs clients to appropriate service. Performs complex clerical duties following established policy and procedures, while maintaining confidentiality of all clients' protected health information. Performs light bookkeeping and accounting work. Uses adding machine and deals with automated client data base and related systems. Conducts themselves in a professional courteous manner at all times.

SUPERVISION: Supervised by the Registration Manager.

TYPICAL PHYSICAL DEMANDS: Requires prolonged sitting. May require moving up to 25 pounds. Requires the use of office equipment, such as computer terminals, telephone, copiers, and scanners.

FUNCTIONS AND RESPONSIBILITIES:

• Greets clients at the window and directs them accordingly.
• Answers the telephone according to policy and transfers calls appropriately.
• Utilize department software as needed (i.e. PMS, EHR, Dentrix, Phreesia, Liberty, etc.).
• Utilize fast-track registration option for new clients.
• Schedules appointments for Registration and/or with PCP when necessary for new and established clients.
• Identify client using three identifiers (i.e. name, DOB and address).
• Check-in client using practice management system after correctly identified and include in Patient Sign-in sheet.
• Verify/update client demographic information before each visit and scan proper documentation (i.e. New Address Verification Form).
• Verify registration period (i.e. sliding fee) is current and request 30-day extension if needed.
• Verify client has current Consent to Treatment, Patient Centered Rights and Responsibilities and Privacy forms. If not, update and scan into the practice management system.
• Ask client for insurance information and ensure information is correct in the practice management system. If information is incorrect and/or missing, properly enter and scan information into practice management system.
• Verify insurance eligibility one day prior to appointment and/or on date of service.
• Request and track prior authorizations, if necessary.
• Scans clients' documents into Practice Management System and/or Electronic Health Record (EHR) accordingly.
• View clinical information to perform certain responsibilities.
• Keeps working area clean and organized.
• Attends and participates in staff development trainings.
• Assist in the training of other employees as needed.
• Keeps supervisor informed of departmental issues.

REGISTRATION

• Interviews and registers clients as necessary.
• Explains registration policies/procedures for staff/clients.
• Assists clients with eligibility for discounts as applicable based on policy and procedures.
• Screens and refers any potential clients to third party programs such as Food Stamps, Medicaid, BCCS, and County Indigent etc. for assistance.
• Assists clients with registration discrepancies to expedite enrollment.
• Issues center registration ID letter (one per family).
• Maintains daily log of applicants seeking services.

CASHIER/BILLING

• Inform client of any outstanding balance and collect.
• Provide Payment Plan and explanation, if necessary.
• Responsible for client fee collection.
• Provide receipt for client when payment is received.
• Check-out client in the practice management system.
• Posts charges in the Center's practice management system after services have been rendered.
• Responsible for the accurate completing of all encounters, including reconciliation of all daily open encounters.
• Reconciles daily financial transaction reports and submits deposit with Journal Cash Analysis report to the fiscal office.
• Responsible for the security of all money within the work area.
• Follow-up on Payment Plans.
• Follow-up on returned mail.

MEDICAL RECORDS

• Retrieves patient schedule from PMS and assigns PCP to all next day appointments.
• Maintains high volume sorting, scanning, filing and archiving of medical documents in the electronic health record.
• Maintain high degree of quality control and validation of the completed work. Utilizes Intergy Image Manager to organize scanned documents into patient's electronic health records.
• Responsible for pick-up and delivery of department mail and prepare outgoing mail.
• Handles confidential and extremely time sensitive materials. Ensure adherence to the Center's policies, safety and security procedures.
• Prepare secure box on daily basis for paper records or mails that need to be transfer to other sites.
• Maintain Medical Records storage.
• Keep providers informed about the availability or unavailability of the medical record.
• Retrieves records one day prior to appointment for requested charts.
• File documents that are required to be maintained in hard copy in paper records.
• Files records one day after the appointment.
• Delivers medical records to nurses, doctors and/or vital signs room as needed.
• Searches for chart number in the computer and records the number on all lab results, outside records, x-rays, etc.
• Responsible to scan task documents and result orders as necessary.
• Purges medical records as necessary and in compliance with the Center's Policies and Procedures.
• Prepare of medical records and scanning documents for destruction according to the Center's Policy and Procedure.
• Comply with federal HIPAA regulations and practice policies for the privacy and security of patient information; explain the Center's privacy policy to patients as needed and maintain appropriate documentation of access to medical records.
• Responsible for the accurate filing, scanning and indexing of medical record documents in a manner consistent with medical, administrative, ethical, legal, and regulatory requirements of the health care system.
• Responsible for maintaining the Medical Records Department according to the Texas State laws and the Health Insurance Portability and Accountability Act (HIPAA).
• Performs other duties as assigned

MINIMUM QUALIFICATIONS:

• Graduate from an accredited high school or GED graduate.
• Front office/healthcare experience is preferred.
• Bilingual in English and Spanish is preferred.

SKILLS AND ABILITITES:

• Ability to effectively communicate verbally and in writing.
• Knowledge of health record format and content.
• Ability to work effectively with others and to deal tactfully with professional personnel and
• Knowledge of customer service concepts and
• Ability to handle the public sector under stressful and difficult
• Ability to maintain confidentiality of
• Ability to operate computer terminal and other office machinery (i.e. printer, fax, scanner, etc.).
• Ability to perform clerical duties (i . filing, data entry, filing out applications).
• Ability to manage time effectively and efficientl
• Ability to work flexible hours and ability to travel between