Patient Registration Specialist

TCC Health•Gowanda, NY

About The Position

The Patient Registration Specialist / Certified Application Counselor works as a member of the office team, supporting medical, behavioral health, dental, billing, medical records, and other departments. The role provides routine information to the public, greets visitors, registers patients, maintains patient records, and assists with insurance information, applications, updates, and verifications. The Specialist supports patient care through scheduling and registration, daily coordination with team members, patient education about appointments, financial intake, insurance eligibility checks, and management of medical records. The position also provides clerical support, helps maintain an operational and safe work area, assists patients with forms and community resources, and may participate in outreach or community events. Bilingual staff may translate for clinical and administrative staff and assist with forms as needed.

Requirements

High school diploma or equivalent.
Computer knowledge, including Microsoft Excel and Word.
One year of work experience in an organization performing duties.
Excellent interpersonal and communication skills.
Correct English usage, grammar, and spelling.
Basic math skills and ability to perform arithmetic calculations.
Ability to operate office equipment and learn office methods, rules, and policies.
Ability to interact effectively and supportively with people from all backgrounds.
Ability to understand and carry out verbal and written instructions.
Ability to maintain confidentiality and comply with HIPAA.
Ability to use sound judgment and independent thinking.
Ability to establish and maintain positive, effective working relationships with coworkers, patients, providers, vendors, and the community.
Valid driver's license.
Understanding of healthcare coverage programs, including Medicaid, Medicare, and the Marketplace.
Willingness to support The Chautauqua Center’s mission and patient-centered service principles.

Nice To Haves

Experience as a Navigator or Certified Application Counselor assisting individuals with applications through the New York State Marketplace.
Associate degree from an accredited school.
Bilingual Spanish skills.

Responsibilities

Provide efficient, professional telephone service and transfer calls according to established protocols.
Participate in daily planned discussions with team members to anticipate patient needs and discuss care goals, no-show rates, acute-care calls, gaps in care, annual physicals, and preventive services.
Educate patients about the date and time of appointments.
Perform clerical functions for providers within the assigned scope of responsibility.
Prepare the work area for each workday, open the building at the designated time, and ensure designated activities are operational at the start of business hours.
Protect patients’ privacy and dignity and maintain confidentiality for patients and visitors.
Greet patients and visitors, direct them to appropriate services, and interact courteously and helpfully with the public, patients, and staff.
Schedule and register patients and enter relevant information thoroughly according to policies and procedures.
Conduct financial intakes for self-pay or uninsured patients and calculate poverty percentages and sliding-fee-scale eligibility.
Determine insurance, Medicaid, and Medicare eligibility, and verify insurance for scheduled patients daily.
Maintain knowledge of community resources available to patients.
Explain and assist with new-patient paperwork, packets, and orientation.
Create and retrieve medical records by assembling or locating folders, assigning or verifying record numbers, recording locations in the computer, and delivering records.
Initiate patient care records by creating and processing medical record folders.
Correct and communicate medical-record problems according to established procedures.
Retrieve medical records using chart-out procedures and document when a chart cannot be retrieved.
Maintain record availability by processing charts, using chart mark-off procedures, and facilitating chart-location activities.
Inform health care providers whether records are available.
Document and communicate work actions, irregularities, and continuing needs to maintain continuity of operations.
Send the Office Manager a weekly supply order.
Maintain cooperative working relationships with staff and the public.
Contact patients or specialists about referrals or medication information as directed by clinical staff.
Work independently in the absence of supervision and respond sensitively and without judgment to the needs of patients, families, and coworkers.
Follow organizational policies and procedures, including OSHA safety requirements, Bloodborne Pathogen Standards, Hazard Communication Standard, TB Exposure Control Policy, and the Smoke Free Environment policy.
Help maintain a clean and safe environment and remain effective in stressful situations.
Collect and post fees according to protocols, prepare and balance daily financial registers, and submit them to the appropriate entities.
Plan work so it is completed within the allocated time.
For bilingual staff, translate for clinical and administrative staff and assist with front-desk interactions and Center forms as needed.
Identify community outreach and financial opportunities, such as those involving schools, seniors, or employers.
Attend or conduct community or Center events, forums, and presentations on occasion.
Perform other duties as assigned.