Description:
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
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Adhere to rules of confidentiality.
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Respect and accommodate a diverse population.
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Maintain appropriate boundaries with clients and staff.
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Work on-site as necessary or remotely using telehealth technology as determined by management.
ESSENTIAL FUNCTIONS:
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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.
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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.
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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.
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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.
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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.
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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.
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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.
Requirements:
JOB REQUIREMENTS:
MINIMUM QUALIFICATIONS
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High school graduate or equivalent.
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Business related experience.
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Ability to communicate clearly in person, on the telephone and in writing.
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Use appropriate reference material effectively, e.g. standard dictionary, internet research, instruction manuals.
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Ability to remain calm during routine and atypical situations.
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Experience working in a medical or mental health office.
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Experience operating office machines; copier, fax, telephone, computer, and calculator.
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Excellent verbal and written communication skills.
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Excellent customer service with a client focus.
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Able to sit, stand and move for long hours at a time and lift up to 25 pounds.
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A valid driver’s license and reliable vehicle.
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Able to drive in daylight, darkness, and typical Northwest weather conditions.
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Flexible to work weekends and overtime as required.
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Meet the current Washington health care vaccination requirements for health care workers.
PREFERRED QUALIFICATIONS
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Three years’ experience as a medical office receptionist
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Working knowledge of medical billing processes
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Experience with electronic health records
