Registration Clerk III

JOB DESCRIPTION: Oversees front office operation of assigned departments and assures compliance with the overall rules and regulations under which the Center operates. Serves as a liaison between the Central and South Clinic and the Health Information Manager. Ensures that all personnel conform to the Center's personnel and operations policies and procedures.

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:

• Monitors daily attendance for all Central and South Clinic Registration Clerks for accuracy and assures that reports are forwarded to the Fiscal Office on predetermined dates.
• Responsible for ensuring new staff is adequately trained and re-train any employees indicating the need.
• Ensures patient services are delivered in a professional and confidential manner.
• Handles initial patient complaints/concerns and looks for solutions to resolve problems(s).
• Documents and addresses patient complaints in a professional, courteous and timely manner and reports findings to their manager.
• Ensures that all departments adhere to department(s) protocols.
• Explains and enforces registration policies/procedures for staff/clients.
• Ensure proper processing and completion of encounters through PMS reports and audits.
• Prepares and submits reports as needed.
• Attends and participates in staff development trainings.
• Keeps supervisor informed of departmental issues.
• 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.
• Inform client of any outstanding balance and collect.
• Provide Payment Plan and explanation, if necessary.
• Scans clients' documents into Practice Management System and/or Electronic Health Record (EHR) accordingly.
• 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 completion of all encounters, including reconciliation of all daily open encounters.
• View clinical information to perform certain responsibilities.
• 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.
• 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.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

• Graduate from an accredited high school or GED graduate.
• Two years technical/vocational school in Business Administration or three years' experience in this field preferred.

• Front office/administration experience in a clinical setting preferred.
• Means of transportation with a current valid Texas driver's license and minimum liability insurance.
• Bilingual in English and Spanish preferred.

SKILLS AND ABILITITES:

• Ability to interpret, understand and carry out instructions and orders.
  • Ability to effectively communicate verbally and in writing.
  • Knowledge of customer service concepts and
  • Ability to work effectively with others and to deal tactfully with professional personnel as well as with
  • Ability to handle the public sector under stressful and difficult
  • Ability to maintain confidentiality of
  • Ability to operate computer terminal, 12-key calculator and other office machinery (i.e. printer, fax, scanner, etc.).
  • Ability to perform clerical duties (i . filing, data entry, filing out applications).
  • Must have excellent organizational and grammatical
  • Ability to work flexible hours and ability to travel between

HUMAN RIGHTS:

Gateway Community Health Center, Inc. does not discriminate regardless of race, color, marital status, religion, sex, national origin, ancestry, physical or mental handicap or disability, age Vietnam era veteran status, or other grounds as applicable federal, state and local laws or regulations.