Patient Registration Specialist- Full Time

About the Role

Supports the clinic by greeting patients, verifying identities, managing appointments, updating demographic information, reviewing consent and HIPAA documentation, and collecting payments to prepare patients for their healthcare visits.

Responsibilities

• Greet patients and positively identify them using dual-factor authentication.
• Assist with transportation needs as appropriate.
• Maintain a clean and professional front office area.
• Obtain and scan patient ID and insurance cards into the Athena system.
• Validate patient identity, address, phone numbers, and email information.
• Confirm insurance accuracy, eligibility, and primary care provider (PCP) details.
• Review and update patient agreements, including consent for treatment, medical record release, assignment of benefits, and HIPAA notices.
• Ensure agreements are provided to new patients and updated annually for existing patients.
• Follow PR-19 protocols for emergent conditions when reviewing same-day appointments.
• Check all appointments in Athena and MedQ systems.
• Collect fees, co-pays, and outstanding balances at registration; issue receipts and secure payments.
• Review financial notes or system alerts and address discrepancies.
• Print and provide PCP change forms to patients and forward them to Patient Advocates.
• Communicate with PODS regarding outlier issues via Ring Central.
• Check patients into appointments in Athena and MedQ, and notify clinical staff of multiple appointments.
• Direct patients to sub-waiting areas or inform them of next steps.
• Balance payments against reconciliation reports at the end of each shift and report discrepancies.
• Follow cash control procedures, including reconciliation of change funds at shift start/end.
• Assist with armored car cash pickup as authorized.
• Address routine patient questions or escalate to Patient Advocates.
• Maintain strict confidentiality in compliance with HIPAA regulations.
• Travel to other GMG locations to support patient care as needed.

Requirements

• Perform duties accurately and in a timely manner.
• Exercise tact and courtesy with patients, visitors, providers, and co-workers.
• Adhere to customer service expectations for in-person, telephone, and telehealth interactions.
• Possess and maintain a valid Texas Driver License and proof of current insurance for mileage reimbursement (if driving a personal or company vehicle).
• Successfully complete a motor vehicle history check.

Work Environment

• Clinic setting with exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations, and other clinic-related conditions.

Physical Requirements

• Manual dexterity for tasks such as scanning documents and handling payments.
• Ability to sit, stand, stoop, reach, kneel, crouch, bend, and walk for extended periods.
• Lift up to 15 lbs. without assistance.
• Close vision and ability to adjust focus.