PTOT Registration Representative - JSC IP PT/OT/ST Center - Full Time - Days

Responsibilities

• Customer Service: Make customer service a top priority and adhere to ExCELS values. Maintain confidentiality at all times. Provide phone coverage during all hours of operation. Answer incoming calls within 3 rings. Identify yourself and department. Allow caller to speak before asking to place them on hold. Eagerly provide assistance to others; voluntarily assist others when his/her own work is finished. Promote a pleasant and positive atmosphere. Listen to, identify and respond quickly and appropriately to customer needs. Deal with conflict in an appropriate and timely manner. Use proper lines of communication to keep others informed or to address problems. Manage site emails. Initiate Patient Liability requests for those patients requesting financial responsibility detail. Coordinate special needs services for patients (translator, transportation, wheelchair).
• Check In: Verify the patient’s identity upon their arrival by requesting, copying and scanning into Epic Documents a form of photo ID. i.e. driver’s license. Complete all required fields of registration in Epic. Verify current insurance information by requesting, copying, and scanning into Epic Documents the insurance card(s). Verbally review with the patient, the insurance verification findings during Check In on the initial visit. Note accordingly on the insurance verification form. Obtain consent for treatment and financial agreement signatures on the TCH Consent for Treatment/Financial Agreement form, R14A, to include the ordering physician’s name and TCH representative’s signature, as witness. Scan both sides of the consent form into Epic Documents or obtain an electronic signature directly into Epic Documents. Review Patient Rights form, obtain signature, unless patient declines. Scan form in Epic Documents. Collect co-pays, when applicable. Post payment in Epic Enterprise Payments.
• Scheduling: Search/find patient in Epic by utilizing the standard three point patient look up process. Verify the patient’s date of birth, address and phone number. Update/enter as much demographic information, as feasible, at the time of the call. Verify/obtain the insurance information, to include insurance company name, identification number, phone number, subscriber name, date of birth and employer name. Enter the standard appointment information for new patients, to include the reason for visit, ordering physician’s name and ICD10 code. Enter the standard appointment information for return patients, to include the formal ICD10 code, the ordering physician’s name and treating clinician(s). Strive to meet goal of scheduling new patient appointments within 48 hrs. of the call, confer with a therapists or manager when necessary. Inform new patients of the proper clothing attire to be worn for the appointment and to bring their insurance card, photo ID and written orders (script) or provide the office fax number for the referring physician to fax the script. Inform the patient copays are expected at the time of service, if applicable. Prior to ending the call reiterate the patient’s appointment time and ask if they need directions to the office. All sites, including Montgomery, JSC and Liberty schedule all follow up visits and confer with treating provider, as needed.
• Medical Record Prep: Prepare next day’s new patient charts, to include, a new patient folder, completed insurance verification form, and consent form. Pull charts. All sites, for every patient visit, review insurance verification forms for any insurance guidelines or limitations, according to policy. Print individual provider schedules. Print and review the DAR (Dept. Appt. Report), according to policy. Retrieve and transmit all documents, such as IPOC, UPOC, PN and DC summaries to the ordering physician office. Record all physician transmittals and monitor the compliance for Medicare/Medicaid accounts requiring a physician signature on the IPOC, UPOC. Monitor each Medicare account for signed POCs, follow up via fax and phone to ordering physician when signed POC is not returned within the appropriate amount of time. Scan all hardcopy signed POCs in Epic, update the insurance verification and the assigned referral, accordingly. Scan all documents in Epic, to include, medical history form, outcome forms, exercise sheets, any hardcopy documentation that is not electronically in Epic.
• End of Day Close: Print daily Revenue Usage Report. Reconcile Rev Usage report to the DAR to ensure all patients/charges are accounted for each business day. Correct any charge entry discrepancies through Account Maintenance and/or communicate with the treating clinician any discrepancies that need correction. Print daily Payment Summary Report (PSR). Reconcile PSR, deposit ticket and credit card receipts. Complete a Daily Deposit Reconciliation form for each business day. Retain copies of all supporting documentation in the daily packet folder, according to policy number MI 22. Bank trips will be made within 24 hours of business day for all sites. Montgomery and Liberty will make daily drop box deposit and JSC deliver the daily deposit to the Cashier’s office on Level C of the main hospital by 8:00am the next business day. Retain a copy of the bank date stamped deposit ticket in the daily packet folder.

Qualifications

• Basic clerical skills and data entry knowledge required. Preferred knowledge of Epic computer system. Preferred knowledge of Ohio/Kentucky insurance plans. Preferred knowledge of Ohio/Kentucky insurance verification processes for various insurance plans. Preferred post high school experience related to medical office environment.