Patient Registration Specialist - Main

General Summary

Supports by greeting patients, positively identifying them, searching for all current appointments, reviewing and updating demographic information as necessary, reviewing consent agreements along with HIPAA release documentation, following registration processes and guidelines, and collecting payment as appropriate in preparation for the patient's visit with their healthcare provider.

Supervisory Responsibilities

This position has no supervisory responsibilities.

General Requirements

• All duties performed will be done accurately and in a timely manner.
• Greet patients, positively identify using dual factor authentication.
• Aid with transportation needs as appropriate.
• Maintain a clean and professional front office area.
• Exercise tact and courtesy when dealing with patients, visitors, providers, and co-workers.
• Must always adhere to customer service expectations including in-person and virtual (via telephone, or telehealth applications) communication.
• May need to travel to support patient care at another GMG location.

Essential Job Responsibilities

• Obtain ID and insurance cards from the patient and scan into the Athena system.
• Validate ID to patient, validate address and confirm patient and alternate phone numbers.
• Obtain email information as available.
• Validate insurance information is accurate and confirm PCP as necessary.
• Validate insurance eligibility if not already performed for current visit.
• Review agreements and follow registration processes to include Consent for treatment, Release of medical records, assignment of benefits, Opt policy, notices of Privacy Practices and authorization to release information.
• Ensure agreements are provided to all new patients and are no older than 1 year for existing patients.
• When same day appointments are made, ensure that PR-19 protocols for emergent conditions are reviewed when asking for the reason for exam.
• Review for all appointments on that day to include Athena and MedQ.
• Collect appropriate fees and co-pays at the time of registration.
• Issue receipts from payments system to the patient and secure payment.
• Review existing balances with patients as appropriate.
• Review any Financial Notes or system pop-up alerts as appropriate.
• Print and provide PCP change forms to patients as requested and forward them to Patient Advocates for processing.
• Communicate with PODS’s on outlier issues related to patients appointments via Ring Central.
• Check patients into their appointments (Athena) and arrive patients for appointments in Med Q.
• Deploy process for ensuring that the clinical staff are aware of multiple appointments – check patient in for all appointments.
• Instruct how to proceed to sub-waiting areas or that the clinical teams will be with them shortly to begin their visit.
• Balances payments received against reconciliation report at the end of each shift and reports any discrepancies immediately to Registration leadership.
• Follows appropriate cash control procedures to include reconciliation of change funds at beginning and end of shifts.
• Reports all discrepancies to leadership immediately.
• Follows process for armored car cash pickup as necessary and authorized.
• Aid patients with routine questions as appropriate, or forward to Patient Advocates.
• Maintains strict confidentiality following all HIPAA rules and regulations.

Work Environment

Clinic setting. Exposure to communicable diseases, bodily fluids, toxic substances, ionizing radiation, medicinal preparations and other conditions common to a clinic environment.

Mental / Physical Requirements

• Requires manual dexterity, sitting, standing, stooping, reaching, kneeling, crouching, bending, walking, lifting up to 15 lbs. without assistance.
• Close vision and ability to adjust focus.

Other Duties As Assigned

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Team members will follow any other instructions, and perform any other related duties, as assigned by their supervisor. Responsibilities, knowledge, skills, abilities, and work environments may change as needs evolve.