Patient Registration and Scheduling Specialist

Hospital for Special Care•New Britain, CT

1d•Onsite

About The Position

The Patient Registration & Scheduling Specialist is responsible for providing exceptional customer service while managing patient access to outpatient hospital and physician office services. This role ensures accurate registration, efficient scheduling, and timely verification of insurance and financial information to support high-quality patient care and smooth clinic operations. The specialist serves as a key liaison between patients, clinical staff, and administrative departments.

Requirements

High School Diploma or equivalent
Prior experience in healthcare registration, scheduling, or patient access preferred.
Strong verbal and written communication, reading comprehension, and basic math skills.
High level of independent judgment, critical thinking, and problem-solving ability.
Excellent organizational skills with the ability to multitask, prioritize, and adapt to changing priorities.
Self-directed and proactive in responding to patient and staff needs with professionalism and discretion.
Demonstrate commitment to accuracy, confidentiality, and exceptional customer service.

Nice To Haves

Associate's degree
Proficiency in electronic health record systems and Microsoft Office Suite.

Responsibilities

Obtain and enter inbound referrals and complete pre-registration in the EHR system to ensure accurate data collection and proper patient intake.
Follow up promptly with referring providers to obtain any missing information or documentation needed to complete the referral process prior to scheduling.
Greet and register patients via phone, text, or in-person interactions in a courteous and professional manner.
Accurately collect and enter patient demographic, insurance, guarantor, and billing information into the Electronic Health Record (EHR) system.
Complete pre-registration and insurance verification prior to scheduled appointments to ensure a seamless patient experience.
Schedule, coordinate, and adjust appointments —both routine and complex —across multiple departments and with external providers.
Generate and obtain necessary forms and patient signatures as required.
Monitor clinic flow and scheduling efficiency; identify and escalate issues as necessary to maintain timely service delivery.
Available as a front office resource when support is required.
Verify insurance eligibility and benefits through online portals, phone contact, or internal systems (e.g., Experian, Availity).
Communicate insurance benefits, co-payment, and out-of-pocket estimates to patients prior to service.
Provide cost estimates and discuss financial obligations, including co-pays and other liabilities due at the time of service.
Identify patients with insufficient coverage provide financial assistance options as appropriate.
Collaborate with other departments to resolve insurance ineligibilities or discrepancies.
Review assigned registration and scheduling work queues, documenting verification methods and patient interactions thoroughly.
Respond to incoming calls, emails, faxes, and messages; route inquiries to appropriate personnel as needed.
Maintain and scan patient documentation into the electronic medical record (EMR) accurately and promptly.
Ensure an organized, HIPAA-compliant workspace and participate in office opening and closing procedures.
Assist in training new staff members and cross-train across multiple registration and scheduling areas.
Communicate clearly, respectfully, and effectively with patients, families, clinicians, and staff, demonstrating cultural sensitivity and professionalism.
Promote organizational programs and initiatives such as patient portal enrollment and financial assistance programs.
Collaborate with other departments to coordinate care, verify scheduling accuracy, and support timely service delivery.
Escalate scheduling issues, patient no-shows, or cancellations, ensuring proper documentation and use of appropriate reason codes.