Registration Coordinator (PRN)

JOB TITLE: Registration Coordinator

DEPARTMENT: Patient Financial Services

REPORTS TO: Revenue Cycle Director/PFS Manager

JOB SUMMARY

The Registration Coordinator is responsible for ensuring accurate and timely patient registration, insurance verification, and collection of required documentation and payments. This position supports daily registration operations by monitoring accuracy, auditing patient accounts, assisting with staff training, and ensuring compliance with regulatory and insurance requirements. The Registration Coordinator collaborates with clinical and administrative departments to resolve registration discrepancies, improve processes, and support accurate billing and quality patient service.

JOB REQUIREMENTS

High School diploma or GED preferred. Will accept any combination of formal education and/or prior work experience sufficient to demonstrate possession of the knowledge, skill and ability needed to perform the essential task of the job.

EXPERIENCE

Experience in a hospital setting, physician office and financial area preferred. Physician office, registrations, pre-registration experience preferred. Cash collections experience preferred. Insurance-related experience preferred.

SKILLS

• Must possess a high degree of confidentiality in all matters with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Must have strong interpersonal skills with the ability to communicate with staff and public in a friendly, courteous and helpful manner.
• Must have excellent customer service skills.
• Ability to adapt to all situations in a professional manner.
• Must have excellent organizational skills with the ability to multi-task.
• Must have well-developed verbal and written communication skills.
• Efficient computer and keyboarding skills.
• Must have ability to learn and use Microsoft Office Suite products including Word and Outlook.
• Ability to learn new computer software applications.
• Detail oriented.
• Exceptional phone etiquette.

ESSENTIAL FUNCTIONS

• Collect co-pay/deposit based on the verification information obtained, generate a receipt after entering payment into the system.
• Maintain strict confidentiality of patient information
• Recommends to the lead/supervisor/director regarding updates to the policy and procedure that supports our values and are intended to increase efficiency and promote data integrity
• Notify VA within 12 hours of registration for notification of facility entrance.
• Makes patient type changes based on information from Case Management, Quality and HIM departments.
• Verifies all insurance benefits and obtains pre-certification from various third-party payers. Enters data into the computer system as a cross-reference.
• Has extensive knowledge of insurance plan requirements.
• Understanding of all regulatory and insurance requirements ensuring that changes are incorporated in a daily job function.
• Assure the registration process is maintained in a professional manner, maintaining continual registration accuracy to a 95% with accepted error rate of 5%.
• Daily audit of all registrations with staff understanding own errors and correcting claims within 24 hours of registration to ensure accurate billing processes.
• Explain the required form and obtain signatures. Example of forms: Condition of Service, HIPPA, MSPQ, IMM, MOON, ABN. Provide copies of signed documents to the patient.
• Require from all patients the insurance information/CARD front and back, legal identification, and physician order for every registration process. Calling the provider to obtain the orders is acceptable. Scan all documents into the patient account and notate action.
• Recognizes situations that require supervisor/director assistance.
• Continual training for all staff in the requirements and process for TRAUMA and CODE patients in the ED setting.
• Shows initiative to cross-train in all areas of registration and become proficient in those areas.
• Demonstrates the ability to handle varying tasks and setting priorities.
• Demonstrate the ability to manually perform downtime procedures. When downtime has been activated, the staff will enter all downtime data into the system immediately. Once entered can then begin registration process.
• Follows policy, procedures and safety standards. Complete required education assignments.
• Works toward achieving goals and objections and participates in Quality improvement initiatives as requested.
• Displays competence in use of all Information Computer Systems that supply information regarding patient registration.
• Refers patient concerns regarding their billing to the customer service department within the PFS Department.

SECONDARY FUNCTIONS

Other duties as assigned.

ESSENTIAL FUNCTIONS

• When Registering, In/Out patients all pertinent information will be obtained. All documents

will be reviewed for accuracy with the patient during the Registration Process, thereby

ensuring demographic, social and financial data has been reported accurately. Below are the

requirements of Medicare and Commercial Insurance as well as Self Pay.

• Obtain physician orders from the patient and review to confirm they meet the standard as documented in “ Medicare Outpatient Orders ” per Medicare regulation. If the physician ordering is not in our database, privileges must be verified per “Non-Staff Practitioners Ordering Tests and Procedures” WPH Policies and Procedures.
• It is essential that all registrations are verified in the Meditech system for any prior registration of a patient to this facility. All patient information is to be accessed by using the patients Date of Birth . This will eliminate the possibility of duplicate Medical Record numbers.
• Other demographic information that need to be confirmed:
• Patient/Guarantor Name (Record patient name on registration to mirror Drivers

License).

• Patient/Guarantor home address, home phone number, patient’s date of birth, employer name, address and phone number.
• Patient/Guarantor Social Security Number.
• Confirm that insurance policy, group number and subscribers name is recorded accurately during registration to mirror information on insurance card. Document patients relationship to subscriber.
• Scan both sides of the insurance card and confirm that the Patient’s Name is recorded on registration documents to mirror the insurance card. Also be aware of any special instructions on back of insurance card. Examples: Pre-authorization telephone number, mailing address of insurance carrier, etc. Also scan picture ID when available.
• Advance Directives must be documented on all inpatient admits .
• Have patient sign Consents , and provide Patient Rights documents .
• Provide patient with a copy of the Medicare Important Notice . (Medicare Inpt. Only)
• Ensure that Medicare Eligible Outpatients are scheduled and subsequently registered according to the

Medicare Conditions of Participation and the Balanced Budget Act of 1997. An outpatient order is required any time a patient receives treatment/service of any nature.

A Complete Outpatient Order Includes

• Patient Name
• Date of service
• Exam/Services to be performed
• Indication/reason for exam/service; i.e. lab work, MRI, CT Scan, etc.
• Physician Signature must be present
• It is required to have all insurance pre-certified, benefits verified and corrections made in Meditech before

a patient is discharged. This includes any outpatient procedures requirements and inpatient services.

• Bed Side registration periodically in the Emergency Department.
• Registrars are required to escort inpatients to third floor nurse’s station when the Patient Greeter is not

available.

• Treat patients and their families with respect and dignity.
• Maintain good working relationship with all departments.
• Answer the telephone promptly and in a polite manner.
• Maintain an uncluttered work area. Participate in the periodic cleaning of the desk area.

SECONDARY FUNCTIONS

• May be required to perform other duties for which the individual is qualified.

SPECIFICATIONS:

EDUCATION: High School diploma or equivalent preferred.

LICENSE: None

EXPERIENCE: Insurance related experience preferred.

SKILLS: Computer and typing skills required.

WORKING CONDITIONS: Works in a clean, heated, and air-conditioned area.

PHYSICAL DEMANDS : Long periods of standing or sitting. Normal hearing and sight are necessary.

My job requires that I lift:

NEVER OCCASIONALLY FREQUENTLY CONTINUOUSLY

A. Up to 10 lbs.

X

B. 11 - 24 lbs.

X

C. 25 - 34 lbs.

X

D. 35 - 50 lbs.

X

E. 51 - 74 lbs.

X

F. 75 - 100 lbs.

X

• Above 100 lbs.

STATE WEIGHT

X

H. STANDING

X

I. WALKING

X

J. SITTING

X

Any lifting of 35# or more requires the use of an assistive device and/or physical assistance.

EXPOSURE CATEGORY 3

• Tasks that involve exposure to blood, body fluids or tissues. This includes all procedures or job related tasks that involve inherent potential for mucous membrane or skin contact with blood, body fluids or tissues, or potential spills or splashes of them.
• Tasks that do not involve exposure to blood, body fluids or tissue, but exposure may be required as a condition of employment. Appropriate protective measures are readily available to these employees when needed.
• Tasks that involve NO exposure to blood, body fluids or tissue and Category I tasks are not a condition of employment.