Dental Patient Registrar

MedNorth Health Center; Wilmington (NC); On-site; USD 28,000 - 36,000; Full time

Job summary

MedNorth Health Center is seeking a Dental Patient Registrar to prepare patients administratively for dental visits and ensure accurate, complete patient accounts in line with departmental policy.

You will greet and check in patients, verify insurance, enter demographics and financial data, and coordinate with the front desk to maintain smooth daily operations while supporting compliance and exceptional patient service.

Qualifications

• High School diploma or equivalent; experience may be substituted for education; must have at least one year of health care related experience in a business or insurance office
• Medical terminology, accurate keyboarding skills, ability to process work error free
• Ability to learn, understand, and use Internet insurance eligibility systems
• Excellent interpersonal and customer service skills
• Excellent telephone etiquette
• Teamwork and communication skills essential
• Ability to speak English fluently; Spanish speaking or another language is a plus

Responsibilities

• Greet patients and check in scheduled patients: Ensure all Health history is updated, insurance or discount information is accurate.
• Check in patients into the practice management system, print encounter form for specific provider; select correct provider name in MediaDent.
• Address emergency patients and follow protocol for same-day walk-ins.
• Set up new accounts by entering patient demographic and financial data into the Centers databases.
• Analyze insurance coverage and benefits for service to ensure timely reimbursement; verify benefits and obtain authorizations when required.

Skills

Medical terminology

Keyboarding skills

Data entry accuracy

Insurance eligibility systems

Interpersonal skills

Education

High School diploma or equivalent

Tools

MediaDent

Job description

SUMMARY:

Under the general direction of the Dental Department Manager, the Dental Patient Registrar performs those duties necessary to prepare patients administratively for a dental visit. The Dental Patient Registrar is responsible for the accuracy and completion of patient accounts based on MNHC departmental protocol, policies and procedures, and compliance with regulatory agencies, to include registration functions and ensuring all insurance requirements are met prior to patients checkout. Relief duties include cross training to assist the front desk appointment clerk and cashier.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Greet patients, check in scheduled patients: Ensure all Health history is updated, insurance or discount information is accurate. Scan any necessary paperwork into MediaDent (documents).
• Check in patients into the practice management system, print encounter form for specific provider. Check the patient into MediaDent systems, selecting the correct providers name. Obtain an image of the patient if needed.
• Address emergency patients. Follow outline protocol as related to same day walk-ins. (Triage done by a clinical staff)
• Set up new accounts by entering patient data, including demographic and financial, into the Centers databases.
• Analyze insurance coverage and benefits for service to ensure timely reimbursement by verification of benefits and obtain authorizations when required.
• If the patient is being seen as a result of an emergency assure that the patient completes a demographic, HX, HIPPA and No Show Policy.
• Scan all appropriate documents into MediaDent for next day patients. Print schedules in preparation for the next days appointments. Contact patients to confirm appointments. Notify the collection department in advance if there is an issue regarding payments.
• Expect continuous flow during patients checking in and checking out.
• Notify appropriate staff if an issue arises that is clinical.
• Promote and maintain excellence in customer service skills. All calls must be address or return in a timely manner.
• Accountable for updating short notice scheduling and orthodontic referral log.
• Mailing dental patients 0 warning and dismissal letters.
• Attend in service training sessions as assigned.
• Performs other related duties incidental to work described herein.

RELIEF DUTIES AND RESPONSIBILITIES:

• Enter billing charges, calculates and collects payments at time services are rendered and issue receipt for payment received.
• Maintain and assume responsibility for the opening cash drawer fund of $100.00 (when performing as cashier).
• Prepare a daily cash log and reconcile the cash report and cash collected on a daily basis.
• Provide rotation relief as a part of the Saturday rotation of the front desk schedulers.

Corporate Compliance:

It is an essential job element that everyone be compliant with the full law and fully cooperate with the compliance program without fear of retaliations from the organization.

SUPERVISORY RESPONSIBILITIES:

None

ADMINISTRATIVE RESPONSIBILITIES:

None

QUALIFICATION REQUIREMENTS:

The requirements listed below are representative of the knowledge skills, and/or ability required:

EDUCATION AND/OR EXPERIENCE:

High School diploma or equivalent; experience may be substituted for education; must have at least one year of health care related experience in a business or insurance office

ESSENTIAL TECHNICAL/MOTOR SKILLS:

Medical terminology, accurate keyboarding skills, ability to process work error free -- Ability to use standard office equipment, including computers, photocopiers, and facsimile machines -- Ability to learn, understand, and use Internet insurance eligibility systems

INTERPERSONAL SKILLS:

Excellent interpersonal and customer service skills -- Excellent telephone etiquette -- Teamwork and communication skills essential -- Treat all patients, co-workers, and managers with courtesy and respect

MENTAL ABILITIES:

Cognitive reasoning -- Clear thinking in high‑pressure situations -- Ability to prioritize and withstand pressure of continual work with variable requirements -- Ability to concentrate and maintain accuracy despite frequent interruptions -- Critical thinking and organization skills, problem solving, and reasoning capabilities

LANGUAGE SKILLS:

Ability to speak English fluently -- Spanish speaking or another language is a plus

LICENSES, CERTIFICATES, REGISTRATIONS:

None

PHYSICAL DEMANDS:

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, talk, and hear, use hands to finger, handle or feel. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee is frequently required to lift and/or move up to 20 pounds.

The special vision requirements for this job are close vision (clear vision at 20 inches or less), color vision (ability to identify and distinguish colors).

WORK ENVIRONMENT:

The work environment characteristics described herein are representative of those an employee encounters while performing the essential functions for this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Inside a multi‑cultural medical/dental clinic, which delivers comprehensive health care services, including HIV/AIDS treatment to the disadvantaged poor and underserved -- The building is heated in winter and air conditioned in the summer with noise levels of moderate to loud -- Children crying and screaming -- Loud talking patients -- Patients speaking multiple languages at the same time -- Loud speaker and/or paging -- May be subject to exposure to copier toner, correction fluid, bright fluorescent lighting, and continuous personal computer exposure

This job is a bloodborne pathogens risk category III position.

GENERAL EXPECTATIONS:

The employee is expected to attend work on a daily basis and to be at work on time.

The employee is expected to be a team player.

The employee is expected to report absences in accordance with personnel policies and procedures.

The employee's work is expected to be accurate, neat, and thorough, and completed on time.

The employee is expected to have a positive attitude, be cooperative, and considerate of others.

The employee is expected to be dependable and is expected to accept responsibility for assignments and duties given.

The incumbent is expected to dress and act in a professional manner and to adhere to all safety standards.

The employee is expected to participate in staff meetings, be courteous and polite with patients and other staff.

The employee is expected to maintain confidentiality.

NOTE:

This job description may be changed only with the approval of the Chief Executive Officer, however it should be reviewed at least annually between the employee and the supervisor of the position.