Registration Representative - Physician Enterprise

Job SummaryThe Outpatient Registration Representative is a vital member of the Physcian Enterprise ensuring a smooth and positive experience for all patients from their initial contact to their departure. This role is responsible for a comprehensive range of administrative duties, prioritizing patient satisfaction, accurate information management, and efficient office operations. Primary duties include:Appropriate patient identification Collecting accurate and thorough patient demographic data Obtaining insurance information and verifying eligibility and benefits Determining and collecting patient financial liability Scheduling & managing appointmentsGreeting & directing patients Managing incoming communications Essential Key Job Responsibilities Patient RegistrationMaintains up-to-date knowledge of specific registration and scheduling requirements for various appointments and services offered by the practice.Ensures complete, accurate, and timely entry of demographic, insurance, and scheduling information into the Electronic Health Record (EHR) system at the time of registration and appointment scheduling.Properly identifies the patient to ensure medical record numbers are not duplicated and maintains data integrity within the EHR.Responsible for reviewing assigned patient accounts to ensure accuracy and all required documentation (e.g., patient forms, intake questionnaires) is obtained and complete.Collects and enters required data into the EHR system with emphasis on accuracy of demographic and financial information to ensure appropriate billing and reimbursement.Carefully reviews all information entered in the EHR for scheduled appointments. Verifies all information with the patient at the time of check-in and corrects any errors identified.Identifies all forms requiring patient/guarantor signature (e.g., consent for treatment, privacy practices, financial agreement) and obtains signatures.Identifies all appropriate printed patient education material and hand-outs for the patient and provides them to the patient/guarantor (e.g., practice brochures, new patient packets, HIPAA Privacy Act notification, appointment reminders).Follows downtime procedures by manually entering patient information; identifying patient's MRN in the MPI database, assigning a financial number; and, accurately entering all information when the EHR system is live. Verification, Authorization, & ComplianceFollows approved scripting, verifies insurance benefits on all patients via electronic verification systems or by contacting payers directly to determine the level of insurance coverage for upcoming appointments.Thoroughly and accurately documents insurance verification information in the EHR system, identifying deductibles, copayments, coinsurance, and any potential policy limitations specific to outpatient services.Verifies any pre-authorization or referral requirements for services to be rendered. If not obtained, initiates the process or notifies the patient and provider accordingly.Verifies patient liabilities with payers, calculates the patient's estimated payment for services, and requests payment at the time of service (check-in or check-out).Thoroughly and accurately documents conversations with the patient regarding financial liabilities and agreements to pay.When collecting patient payments, follows department policy and procedure regarding applying payment to the patient's account and providing a receipt for payment.Clarifies division of financial responsibility if payment for services is split between a medical group and an insurance company. Ensures this information is clearly documented in the EHR system.Complies with HIPAA, PHI and its implications, ABN (Advanced Beneficiary Notice), and other regulations which affect the registration and billing process in an outpatient setting. Front Office Support & Patient ExperiencePatient Check-in/Check-out: Greets patients warmly upon arrival, assists with completion of necessary forms, and ensures all demographic and insurance information is updated. Facilitates a smooth check-out process, including scheduling follow-up appointments and collecting balances.Appointment Scheduling: Schedules new and follow-up appointments efficiently, managing provider calendars, and optimizing patient flow. Assists with rescheduling and confirming appointments.Phone Management: Answers incoming calls promptly and professionally, directing calls to the appropriate personnel, taking accurate messages, and addressing patient inquiries regarding appointments, billing, or general practice information.Office Communication & Mail: Manages incoming and outgoing faxes, mail, and other correspondence. Distributes information to appropriate staff members.Waiting Room Management: Ensures the waiting area is clean, organized, and comfortable for patients. Monitors patient wait times and proactively communicates any delays.Referral Management: Processes incoming and outgoing patient referrals, obtaining necessary documentation and communicating with other practices as needed.Supply Management: Assists with monitoring and ordering office supplies to ensure smooth operations.General Office Support: Provides general administrative support to the office staff and providers as needed, including scanning, filing, and data entry. Financial Processing & AssistanceExplains the practice's payment and billing assistance programs to patients and refers them to designated billing staff or resources as appropriate for complex financial inquiries.Acts as a resource to patients and clinical staff regarding insurance benefits and requirements for outpatient services.Documents any financial discussions and referrals in the EHR system.Understands and follows the Cashier policy and procedures for payment collection.Properly handles credit card transactions in accordance with PCI-DSS standards and guidelines.Education RequirementsHigh School diploma requiredAn associate degree in business, healthcare administration, or a related field is preferred.