Patient Registration Associate

Location: Georgetown University Hospital

Department: Ambulatory-Oncology Clinic

Status: Full-time

Schedule: 8:30am-5:00pm (must be available 7:00am-5:30pm for any scheduling changes)

General Summary of Position
The individual in this position provides assistance to patients in the department. The individual is responsible for coordinating all the functions and activities related to patient access including but not limited to: front end customer service accurate and complete patient registration in the approved organization electronic scheduling and billing systems appointment scheduling insurance verification accurate Time-of-Service (TOS) payment processing and the balancing of all TOS payments using the approved organization electronic scheduling and billing systems. These functions are performed in accordance with all applicable laws and regulations and Georgetown University Hospital's (GUH) philosophy policies procedures and standards.

Primary Duties and Responsibilities

• Patient Arrival/Check-In & Check-Out Greets patients responds to inquiries and assists patients with the completion of paperwork ensuring all information obtained is complete and accurate. Validates patient identity by asking to see identification and/or validate the stored image of the patient's identification. Obtains and scans Patient Photo ID Insurance Card Referrals and signed documents into the approved organization electronic scheduling and billing systems as appropriate. Is responsible for resolving all outstanding Alerts on pending appointments at the time of patient arrival to minimally include: Missing Referral Missing Pre-certification/Authorization Self Pay Accounts Eligibility Verification Missing Demographic/Insurance Information Medstar and/or Georgetown University Hospital specific requirements Enters all relevant data linking to the appropriate appointment/visit and ensures all required data elements are captured. Advises patient of his/her financial responsibility and obtains signed financial responsibility form (FIN form) as necessary. Collects visit copayment co-insurance balance on account self-pay payments. Posts payments to patients' account in the approved organization electronic scheduling and billing systems and provides patient with system generated receipt. Communicates patient's arrival to appropriate clinical staff. Keeps patient informed of schedule delays. Ensures that patient appointments are statused in the approved organization electronic scheduling and billing system in a timely manner as follows: Appointment is Arrived at time patient presents for their scheduled appointment. All No Show Cancelled or Rescheduled appointments are statused by end of each session or the day's end at the latest. Patients seen after hours will have appointments statused at the start of the next business day. Reviews encounter forms for accuracy and completeness prior to patient check out. Corrects and completes forms as required and ensures an encounter form is submitted for every arrived patient. Performs the following approved organization electronic scheduling and billing systems Front Desk Module tasks to ensure that all monies are accurately collected and accounted for at day's end: At day's end reconciles all monies collected (cash checks and credit card payments) to the money entered in the approved organization electronic scheduling and billing systems Front Desk Module. Closes and balances the Credit Card Machine on a daily basis. Batches payments and delivers payment batches to designated department resource for balance verification creation of bank deposit and delivery of deposit to the Cashier's Office. At the end of each day or session batches encounter forms prepares Batch Entry Form and Batch Control Log to be sent to Physicians' Unified Billing Service (PUBS).
• Registration Will search the Enterprise Access Directory (EAD) to establish if the patient is new or existing. Follows guidelines to avoid duplicate medical record assignment. Obtains and/or verifies complete demographic and insurance information from patient. Accurately enters complete demographics insurance information and Financial Status Classification (FSC) / Hospital Patient Accounting Plan Code assignment into the approved organization electronic scheduling and billing systems.
• Scheduling Obtains basic clinical information from patients/callers to determine the appropriate appointment type and provider to which the appointment should be booked. Identifies patient's insurance ascertains GUH contract participation status (Par vs. Non-Par) and communicates contract participation status to patient. Determines referral requirements creates Referral in the approved organization electronic scheduling and billing system and links to appointment or updates Appointment Data Form (ADF) with Authorization / Pre-Certification number as appropriate. Schedules patient follow-up appointments using the approved organization electronic scheduling and billing system entering all required data elements as dictated by the GUH and departmental policies and procedures. Communicates referral requirements patient's financial responsibility and other pre-appointment information as appropriate including necessary procedure/examination preparations e.g. NPO after midnight according to departmental policies and procedures. Answers incoming calls for practice and provides information regarding services referrals etc. Using standard forms or Electronic Health Record (EHR) system records messages from patients referring physicians pharmacies and other clinical areas. Communicates with physicians and nurses. Makes confirmation calls to patients regarding future appointment dates. Prints and distributes provider schedules to clinical team/management/administration as appropriate
• Medical Records Adhering to departmental policies and procedures will access a patient's medical record / electronic health record (MR/EHR) for work related activities only to complete proper patient documentation in the health record or to view needed information in the patient chart as necessitated by job role or function. Retrieves results from Hospital Patient Management system as necessary. Adheres to most current work flows or processes Developed within specific Practice. Appropriately and accurately scans and indexes documents using correct naming conventions into patient EHR. Picks-up laboratory reports dictations radiology films correspondence etc. as necessary. Routes to appropriate physician and patient record.
• Office Maintenance Maintains and utilizes all office equipment such as computers fax machines telephones etc. according to manufacturer's recommendations. Maintains competency in all electronic systems required for job functions. Keeps personal workspace reception and waiting areas neat clean and free of debris at all times. Communicates building and facility issues or concerns to the appropriate housekeeping staff for resolution. Reports computer malfunctions software issues and/or problems to the Help Desk or appropriate staff
• Observes Joint Commission (JC) standards Patient Safety initiatives Patient Rights and Health Insurance Portability and Accountability Act (HIPAA) Privacy standards Follows care documentation and cleanliness standards in the performance of job duties; Completes in-services and education on a timely basis; Is focused on patient safety during performance of duties and improves or makes corrections when safety issues arise; notifies department manager as required; Interacts with other team members both on the unit and in other units in an appropriate and proactive way to benefit the patient; Observes proper elevator etiquette and courtesy: smiles and speaks to patients and visitors does not discuss patient care and keeps voice low gives right-of-way to patients and visitors; Keeps all patient information strictly confidential; Never discusses patient information and hospital business in public areas; Protects patient privacy in public areas; and Adheres to all JC and GUH Patient Rights standards.
• Performs other duties and responsibilities that are appropriate to the position and area. The above responsibilities are a general description of the level and nature of the work assigned to this classification and is not to be considered as all inclusive.

Minimal Qualifications
Education

• High School Diploma or GED required
• Associate's degree preferred

Experience

• 1-2 years Customer service experience required
• 1-2 years Medical/clinical office experience preferred
• Less than 1 year Computerized scheduling and registration systems preferred
• Less than 1 year Knowledge of IDX / GE Centricity Business preferred
• Less than 1 year Experience with an electronic health record system desired especially GE Centricity Clinical or Aria preferred

Knowledge Skills and Abilities

• Excellent interpersonal communication and customer service skills and good telephone etiquette
• Knowledge of medical terminology
• Effective oral and written communication skills
• Ability to deal effectively and professionally with a variety of different individuals
• Ability to perform in a high pressure environment
• Ability to organize and prioritize work