Dental Patient Registration Clerk

Pokagon Band of Potawatomi Indians•Dowagiac, MI

About The Position

The Dental Patient Registration Clerk serves clients and the community by completing dental registration and eligibility processes and scheduling dental appointments. The role welcomes and directs clients, answers questions, receives and verifies patient information, and enters it into electronic systems. The clerk coordinates appointments, referrals, and related services with internal departments and outside providers, supports patient access and eligibility, and provides administrative support to the Dental department. The position also completes pre-registration, registers new and returning patients, explains Pokagon Health Services programs and services, obtains appropriate consent and legal signatures, and helps clients complete required forms and applications. Responsibilities include maintaining accurate electronic health records, verifying insurance, obtaining and importing outside records, collecting and balancing payments, assisting with billing processes, and complying with HIPAA requirements. The role may provide resources to Tribal Citizens outside the geographical area and travel to other departments as needed. The position has three qualification tiers: Tier 1 (PB-4), Tier 2 (PB-5), and Tier 3 (PB-6), with experience requirements varying by tier. Indian Preference: Pokagon Band Preference Code applies. Work is generally sedentary in a general office environment, using standard office equipment and electronic systems.

Requirements

Tier 1 (PB-4): High school diploma or GED.
Tier 1 (PB-4): One year of front-line service or patient registration experience in a related healthcare setting (medical, dental, or behavioral health) is required.
Proficiency with Microsoft Office applications is required.
Proven data-entry accuracy is required.
Positive service delivery and good oral and written communication skills are required.
Excellent communication and interpersonal skills, including the ability to speak effectively and respond to questions, are required.
Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced environment are required.
Tier 2 (PB-5): Six years of front-line service or patient registration experience in a related healthcare setting, or successful completion of medical assistant, dental assistant, or mental health support training with at least five years of experience.
Tier 3 (PB-6): Ten years of front-line service or patient registration experience in a related healthcare setting.
Pokagon Band Preference Code applies.
Physical requirements include frequent sitting; occasional standing and walking; and frequent use of hands and fingers to operate equipment, talking, and hearing.
Competencies: using information technology, fostering communication, attention to detail, client focus, teamwork, exemplifying integrity, and adaptability.

Nice To Haves

Knowledge of the Medicaid application process and MI Bridges.
Knowledge of medical and dental terminology.
Knowledge of medical and dental insurance terminology and benefit verification.

Responsibilities

Welcome and greet visitors and clients in person and by telephone; answer questions, explain procedures and services, and refer inquiries as appropriate.
Document telephone messages left during peak hours and deliver messages to the appropriate personnel.
Make daily reminder calls to patients about upcoming appointments.
Coordinate mail and postal delivery of lab specimens, department mail, and incoming supplies.
Assist support staff with tasks such as initiating release-of-records forms.
Manage scheduling based on task lists, patient calls, walk-ins, and staff requests; schedule new-patient and follow-up appointments according to established protocols.
Coordinate services with PHS departments, including Purchased/Referred Care (PRC), Transportation, and Community Outreach.
Follow up and coordinate internal and external referrals, cancellations, and no-shows to support patient access and referring entities' needs.
Assist with outgoing referrals, including communication between referral specialists and patients.
Document patient activity, including service refusals, unreachable patients, no-shows, and cancellations, as appropriate.
Maintain the waiting area, including posting Tribal events, ensuring cultural appropriateness, clearing clutter, making coffee, posting closure and notification signs, and managing patient wait times.
Complete pre-registration and register new and returning patients according to office protocols.
Orient new patients to Pokagon Health Services programs and services.
Obtain informed consent, releases of information, and other appropriate legal signatures.
Inform patients about PRC, Transportation Services, the Compliance Hotline, HIPAA, Notice of Privacy Practices, Release of Information, and related matters.
Help clients complete or revise Electronic Health Record forms by obtaining information through interviews, electronic means, or mailed correspondence before services.
Assess clients' understanding of the registration process and respond appropriately to questions and applications.
Provide clients or their agents with information needed to complete PRC or Community Clinic eligibility processes; determine eligibility for PHS, PRC, and Community Clinic services according to IHS and Band guidelines.
Ensure appropriate documentation is scanned into electronic systems, including proof of program eligibility, insurance and benefit information, and releases of information.
Obtain patient records, including x-rays, from outside providers and import them into patient records.
Use patient registration and related electronic health record and computer systems to enter, store, process, and retrieve client registration information.
Verify insurance coverage by telephone, website, or electronic verification and enter information into the electronic health record; obtain signatures for alternate-resource forms.
Send patient reminders for PRC registration, care gaps, and other matters by mail or patient portal.
Provide resources to Tribal Citizens outside the geographical area.
Comply with HIPAA regulations to protect patient privacy.
Assist patients with Medicaid applications when necessary.
Collect payments, post payments in Electronic Health Records, and close out and balance receipts daily.
Administer patient satisfaction surveys and conduct time studies as needed.
Provide administrative support to the department and travel to other departments as needed.
Perform other related functions as assigned.
Assist with billing processes.