The Registrar is responsible for accurately registering all Inpatient and Outpatient Patient Types into the automated systems of this facility in either the Central Patient Access or Emergency Patient Access departments. The registration includes the collection and entry of information of demographic and billing data for the Patient, Guarantor, and
Relative by accessing the previous patient records through the Master Patient Index (MPI) or creation of a new MPI entry as necessary. The integrity of the MPI is a responsibility of all registrars. The registrar also must obtain sensitive patient information (to include diagnosis information) that is required of the automated system, Business Office, and
Medical Records while maintaining optimum levels of confidentiality. The registrar must be courteous and efficient and maintain maximum levels of competency while dealing with interdepartmental staff, nursing staff, Medical staff and their offices and other departments within the facility. Is also responsible for collection of money, Credit Card payments, writing receipts and collecting data for outside billing sources, telephoning patients/guarantors and obtaining accurate billing address information. Responsible occasionally for explaining delicate policies and procedures of this facility to patients and/or their family members.
A registrar must be able to prioritize the workload and meet the needs of the patients, physicians and co-workers. Assignment requires devising competent and accurate work habits to complete work and accomplish shift oriented, daily and weekly tasks. Must be able to deal with multiple tasks while maintaining perspective and presenting a professional and calm disposition to patients and their family members while maintaining optimum levels of patient confidentiality. Applies knowledge to solve routine and operational problems with minimal guidance.
- In the ER setting, the registrar greets the patient, determines the reason for the visit to this facility, forwards the patient to the Triage Area or obtains intervention of Nursing Personnel as needed. After triage. The registrar proceeds with the registration of the patient.
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In Admissions setting, the registrar greets the patient, collects the name of the patient, compares that to scheduled procedures and registers patients based on their scheduled times to assure scheduled procedure times are kept when possible.
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In the registration, the accurate data related to the patient, guarantor, and relative must be obtained/entered. Demographic information must also include the patients preferred language, race & ethnicity. The registrar must accurately assign the insurance information in the automated environment as well as sequence insurance
accurately after determination of Primary and subsequent carriers based on the information provided by the patient(to include copies of insurance Cards and picture ID's).The completion of patient care information into the automated system includes diagnosis, Advance Directives, HIPAA Consents etc. -
Obtains proof of insurance on all registrations, signature of patients/guarantors for Assignment of Benefits/Guarantees Of Payment/Blood Refusal on Face sheet, completes all necessary Waiver forms. Advance Directive Acknowledgements, Medicare Notifications(to include the Important Message from Medicare,
Medicare Waivers of Non-Coverage and/or MSP forms as needed). Pathologist, and contracted ER physicians. The Registrar must also be able to accurately obtain and complete information in situations where the automated systems are down using appropriate guidelines/policies. Responsible for maintaining and promoting patient confidentiality at all levels of patient and family contact. -
The registrar must have excellent telephone and verbal communication Skills and be able to communicate with patients, their families and all Level of employees(to include the House Supervisor, Medical Office Staff, Nursing Personnel, Ancillary Staff, and any others as needed). Must be able to communicate scheduling, room assignments, diagnosis information, and other sensitive hospital data.
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The registrar must have excellent computer and/or typing skills. Must be detail oriented with an aptitude for accuracy with few errors due to the need to maintain automated Medical Records precisely at all times.
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Reconciles cash at beginning and end of each shift, submits collected money and receipt log from previous day to cashier each morning (Mon. -Fri.). Maintains a set balance in the cash drawer and keeps a monthly log in the department. Collects Medicaid co-pays on Inpatient and all Non-Emergent Outpatient services. Collects payments on patient accounts by cash, check, money orders, or credit card payments to include Room & Board differences and Self Pay accounts. Writes receipts for payments collected.
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The charts will be separated and put in the assigned manner and copies are to be forwarded appropriately to Ancillary Departments, Business Office, Physicians, Radiologist, and Pathologist as necessary. Prepares Admission And/or ER Log sheet and maintains/forwards copies as needed. The ER
registrars will prepare copies of the ER log for the contract ER Physicians Group, prepare copies of the Patient charts, copies of Ins. Cards and "Authorization to Bill" forms after verification that they were seen by ER Physician and send them to ER Physician Billing service in a timely manner. -
Responsible for knowledge of Medicare, Medicaid, and other Insurance guidelines on Inpatient and Outpatient Services. Participates in Educational In-Services and demonstrates accurate usage and assignment
of benefits for Medicare, Medicaid, and Insurance's (to include Workers Compensation). Demonstrates the ability to pre-certify and certify visits as needed
- Actively promotes cooperation within Admissions and ER Registration departments and with other departments for unit functions.
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Maintains competency by continuous involvement and self-improvement efforts.
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Maintain knowledge of hospital safety factors such as ID Badge, fire, and disaster plans.
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Involvement in unit and hospital quality performance improvement programs.
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Promotion of positive relationships with co-workers, nurses, PBX operators, physicians and outside agencies.
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Maintains and cleans departmental equipment. Reports equipment failure to IS Staff (following appropriate call measures), companies and completes maintenance work orders in a timely manner after exhausting trouble-shooting measures.
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Orders and restocks supplies from Materials Management on scheduled order day. Prepares and assures that par levels of special order items are maintained at department specified levels.
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Provides patients and visitors with directions, maps and information as needed.
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Maintains log of Admissions, Discharges, and Transfers within the Department and demonstrates the ability to balance daily ADT's.
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Supports the role of the CPA Supervisor, Nursing Supervisor, and/or Director of Nursing and accomplishes assigned tasks and special projects as directed.
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Employee will be required to be readily available to work during any weather related incidents or other natural disasters and/or any emergency situations that may arise.
- Will be able to work in either Admissions or Emergency Room as needed and may be requested to orient and train in other areas.
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Should be able to cover PBX as needed
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Develop communication skills to interact with physicians, law enforcement officers and other pertinent agencies.
High School Diploma. Post High School and/or Computer training is desirable.
- Must have computer skills.
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Must have experience in current Microsoft operating systems and software.
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A working knowledge of hospital operations is desired.
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Must be detail oriented and exhibit excellent communication and organizational skills.
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Mental and physical health sufficient to meet the demands of the position.
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Must be able to troubleshoot and diagnose problems without outside assistance
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Must also be able to use calculators, adding machines, printers and copy machines.
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Prior experience in Information Systems, Medical Office or Business Office clerical position
requiring prioritization and organizational skills. -
A high level experience with interpersonal communication skill, concentration on details and accuracy are required.
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Previous experience in a hospital is preferred but not required.
Experience must verify the ability to interact with patients, family members, employees, physicians and management.
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- Get up and down frequently
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Good dexterity in hands to operate a PC and mouse.
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Hear and comprehend face-to-face and telephone conversations
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Visual acuity to sufficiently complete forms, read instructions, and use a computer, printer and adding machine/calculator as needed.
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Converse appropriately with individuals both inside and outside of this facility.
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Give and receive simple and complex instructions.
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Read and understand written language.
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Concentrate and remember various job duties.
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Prioritize work of position.
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Solve problems ranging from simple to complex.
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Use both hands for data entry, simple repairs to printers and changing forms on printer.
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Grasp pen or pencil for long periods of time for writing and recording.
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Lift and move boxes of paper and equipment up to 25 pounds occasionally.
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Train new employees as needed and assist current employees with new tasks.
Probable errors may be serious and involve legal/ethical ramifications related to Computerized Patient Records, incorrect usage of the Master Patient Index (MPI), monetary loss, loss of productivity, strained relations with departments, waste of materials and resources. Patient, physician, nursing and staff relations may be adversely
affected due to errors in registrations and/or patient encounters. Regularly works with confidential data which if disclosed, may have adverse internal/external effects.
Work performed in a well lighted, heated, and cooled office environment with a high level of activity, interruptions and stress. This is a high-traffic area which requires higher levels of concentration to obtain accurate and complete information. The registrar must persevere positive patient relations. Must deal with patients and others who are
occasionally in compromised health conditions. This sometimes leads to exposure to infectious/contagious diseases.
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed when circumstances change ( e.g., emergencies, changes in personnel, workload, rush job, or technological developments).
