Registration Specialist

JOB TITLE: REGISTRATION SPECIALIST

DEPARTMENT: Business Office

SUPERVISOR: Office Manager

FLSA/TYPE: Non-Exempt / Fulltime Non standard hours :  Mon-Thur 10a-7p and 8a-5p on Fridays.  

SUPERVISES: N/A

JOB SUMMARY:

Maintain the front desk and greet all incoming clients and visitors; advise clinical staff of the arrival of clients with appointments or inquiries. Answer all incoming telephone calls, screen and route calls to appropriate offices or personnel. 

GENERAL RESPONSIBILITIES:

Follow Willapa Behavioral Health & Wellness Service Excellence Standards / Code of Ethics and Policies and Procedures

1. Adhere to rules of confidentiality.
2. Respect and accommodate a diverse population.
3. Maintain appropriate boundaries with clients and staff.
4. Work on-site as necessary or remotely using telehealth technology as determined by management.

ESSENTIAL FUNCTIONS:

1. Centralized Scheduling and Check-in Process: responsible for scheduling for Mental Health and Substance Use Disorder; work with clinicians to ensure that their schedules are properly filled and that non-clinical time is blocked; reschedule clients when necessary; ensure clients are seen in a timely manner; when a client is checking in for services, verify current address, telephone number and insurance; callclients and or potential clients the day before each appointment.
2. Respond to Incoming Calls: screen calls and transfer to the appropriate individual; if recipient of the call is not available, offer to transfer caller to voicemail; if crisis situation, locate appropriate staff to assist; provide a Request for Service (RFS) form to clients interested in services; follow proper Medicaid and non-Medicaid procedures.
3. Intake/Assessment Paperwork: intakes are done on “Walk-In” days or are included in clinicians’ schedules; ensure clients understand “Walk-In” days and/or the scheduled appointment details and that there are enough intake and education packets for clients; assist clients with paperwork, orientation and witnessing where indicated; ensure all documents are completed and the Fee Agreement is witnessed; if client does not desire to share information, indicate so by writing “client refuses”, initial and date. 
4. Co-Pay and Collection Process: ensure clients have proper insurance coverage and authorization to be seen for services; verify Medicaid coverage on a monthly basis; request insurance card at the time of service and make copy (both sides); screen non-Medicaid clients prior to services; ensure billing codes are correct for services provided; help MIS staff with claim denial follow up; assist client with understanding of coverages, deductibles, and responsibility for co-pays; request co-pays at time of service. 
5. Chart Maintenance: assemble new client charts; ensure paperwork is signed, dated, and witnessed; file and maintain the behavioral health charts; spot check behavioral health files; archive closed charts.
6. Medical Records Release, Request and Invoicing: ensure medical records are released with a current and legible Release of Information (ROI); research the internet as neededto obtain necessary information to complete the ROI; strive for a 48-hour turnaround of ‘request for records’; log records sent or requested in the appropriate log; create and send invoices.
7. Provide Clerical Duties/Support: track referrals from outside entities; coordinate paperwork with PCP’s; enter data, i.e., RFS’s into HER; Maintain adequate office supplies and communicate needs to purchasing in a timely manner. 

JOB REQUIREMENTS:

MINIMUM QUALIFICATIONS

1. High school graduate or equivalent.
2. Business related experience.
3. Ability to communicate clearly in person, on the telephone and in writing.
4. Use appropriate reference material effectively, e.g. standard dictionary, internet research, instruction manuals.
5. Ability to remain calm during routine and atypical situations.
6. Experience working in a medical or mental health office.
7. Experience operating office machines; copier, fax, telephone, computer, and calculator.
8. Excellent verbal and written communication skills.
9. Excellent customer service with a client focus.
10. Able to sit, stand and move for long hours at a time and lift up to 25 pounds.
11. A valid driver’s license and reliable vehicle.
12. Able to drive in daylight, darkness, and typical Northwest weather conditions.
13. Flexible to work weekends and overtime as required.
14. Meet the current Washington health care vaccination requirements for health care workers.

PREFERRED QUALIFICATIONS

1. Three years’ experience as a medical office receptionist
2. Working knowledge of medical billing processes
3. Experience with electronic health records