Registration Representative

Position Summary 

The Registration Representative position is responsible for a variety of administrative tasks essential for the efficient care of patients at NeighborHealth Center (NHC), including handling incoming calls, scheduling appointments, and registering patients. Staff are required to document their work in the practice management system, attend to patients in a timely and professional manner, and keep their work areas in good order.  

Principal Duties and Responsibilities 

1. Make appointments for patients. 
2. Process appointment cancellations and rescheduling due to change in provider schedules as assigned by the supervisor. 
3. Administrative functions such as scanning and uploading paperwork and managing call worklist. 

Patient Registration 

1. Complete registration process for patient appointments, including demographic and insurance verification, patient management system data entry and revision, payment collection, chart creation, and other clerical work as necessary. 
2. Assist patients, or refer them as necessary, with questions and completion of forms or applications related to their insurance coverage. 
3. Prepare work area for the beginning of every business day, including clerical work, chart construction, and any other tasks as required by the clinical staff. 
4. Process missed appointments, error reports, insurance pre-verification reports, and other registration-related reports as necessary. 
5. Become familiar with and follow current protocols for all of the above-listed functions, as well as specialized functions such as the processing of lab-only visits, and other functions as necessary. 

Working standards and documentation 

1. Greet and interact with all patients, staff and visitors in a pleasant and professional manner. 
2. Monitor and update worklists and queues to ensure that no patients are subjected to unnecessary delays. 
3. Thoroughly, accurately, and promptly document all work completed in the practice management system. 
4. Be knowledgeable of and in compliance with applicable standards, laws and regulations by regulatory and accrediting organizations. 
5. Regularly check mail, e-mail and voicemail and respond promptly and professionally to all inquiries. 
6. Attend to shared responsibilities in each work area, including answering phones, cleaning, stocking, and organizing common work areas, and assisting with orientation and training of other employees as needed. 
7. Work a reasonable schedule, which may include an assignment at any location and during any of the hours that NHC provides services. 
8. Interpret for limited English proficiency patient/clients in the absence of an interpreter for scheduling/payment information if bilingual. 

This description covers the primary responsibilities of the role, but it isn't meant to capture everything. Duties may change over time to meet the needs of the team and the patients we serve. 

Required Skills or Abilities 

1. Excellent customer service and interpersonal skills. 
2. Strong verbal and written communication skills. 
3. Strong attention to detail and accuracy. 
4. Ability to learn electronic health record and practice management systems. 
5. Ability to manage multiple tasks and priorities in a fast-paced environment. 
6. Ability to maintain patient confidentiality and follow applicable policies, laws, and regulations. 
7. Computer literacy in internet use and Windows environment, including Outlook, Word, and Excel. 
8. Ability to cultivate and develop inclusive and equitable working relationships with co-workers and community members. 
9. Ability to serve as an advocate for individuals of all ethnicities, genders, ages, and backgrounds. 

Required Knowledge, Experience, or Licensure/Registration 

1. High School Diploma or its equivalent. 
2. One year of experience in customer service, healthcare, administrative support, or a related field preferred. 
3. Healthcare registration, scheduling, or medical office experience preferred. 
4. Ability to work onsite Mondays through Fridays during the hours of 7:45 am and 5 pm with occasional Saturdays. 
5. Ability to read, write, speak, and comprehend English fluently as needed to perform essential job functions, including patient communication, documentation, and safety-related instructions. 
6. Bilingual English/Spanish or other language proficiency preferred, depending on NHC's patient population.  

Physical requirements of the Job 

With or without reasonable accommodation, this position requires the ability to: 

1. Sit or stand, often for prolonged periods 
2. Carry or lift objects up to 20 pounds 

Health and Safety Requirements 

Up-to-date immunizations as required for the role, subject to medical or religious exemption requests in accordance with applicable law and NHC policy. 

This is a full-time, non-exempt position. 

*NeighborHealth Center is an Equal Opportunity Employer, dedicated to serving a diverse patient population and building a staff reflective of the communities we serve. We encourage applications from women, minority groups, veterans, and people with disabilities.