Client Registration Assistant

Southeastern Integrated Care•Pembroke, NC

11d

About The Position

The Client Registration Assistant keeps Southeastern Integrated Care’s business operations and activities organized and moving forward. This role provides administrative support to staff and performs reception and telephone duties. The position supports client registration and intake, maintains accurate client information in the agency’s electronic health record (EHR), and helps coordinate service-line activities. The assistant is expected to be an energetic self-starter who identifies opportunities to improve processes and takes initiative.

Requirements

High school diploma, GED, or equivalent.
Minimum of 2 years in a clerical or administrative role.
Knowledge of healthcare and clinical terminology, regulations, and best practices.
Ability to problem-solve and work independently and as part of a team.
Excellent communication and organizational skills.
Proficiency with Microsoft Office or Google Workspace applications.
Ability to maintain confidentiality.
Sensitivity to the needs of persons with MH/SA/DD concerns.
Ability to interact empathetically with beneficiaries and their families.
Ability to perform the essential duties satisfactorily; reasonable accommodations may be made for individuals with disabilities.

Responsibilities

Perform receptionist duties, greet visitors, refer them to appropriate staff, answer and route calls, and take messages.
Serve as the primary point of contact for internal and external constituencies on office matters.
Support program service-line functions, including intakes, utilization reviews, insurance authorizations and verification, referrals, and team schedules.
Register new patients and assist them with access to the patient portal.
Meet with clients upon arrival to help complete intake paperwork, consent forms, and releases of information.
Explain the purpose of required forms and direct questions outside the role’s scope to appropriate staff.
Review intake paperwork for completeness, signatures, dates, and applicable guardian or authorized representative information.
Confirm and update client demographic and contact information in the EHR, including phone number, emergency contact, mailing address, and employment information.
Ensure releases of information identify the appropriate individuals or agencies and are completed according to organizational procedures.
Scan, upload, and organize completed intake documents in client electronic records accurately and promptly.
Notify appropriate staff when intake paperwork is complete or missing information may delay an appointment.
Maintain client privacy and confidentiality throughout the intake process.
Manage inbound and outbound mail and update and maintain mailing lists.
Maintain a clean, uncluttered lobby and front desk area.
Provide a communication bridge between internal departments with professionalism and customer support.
Maintain appropriate interpersonal relationships with employees, peers, and consumers.
Screen visitors and telephone calls, provide general and specialized information, research and respond to requests, and refer complaints or requests to other staff when warranted.
Perform necessary administrative and office management tasks.
Mentor new team members.
Design, organize, and maintain specialized and custom forms, records, reports, files, and logs supporting technical work processes in assigned areas.
Schedule assigned appointments, meetings, and conferences.
Set up conference rooms and serve as secretary for necessary meetings, providing details, accurate notes, and follow-up.
Review documentation for accuracy, neatness, and compliance with processes and procedures.
Perform other duties as assigned.