Patient Registration Clerk (1)

Klamath Tribal Health; Chiloquin (OR); On-site; USD 35,000 - 50,000; Full time

Job summary

Klamath Tribal Health is seeking a Patient Registration Clerk to support the registration department in accurately capturing patient information and eligibility for health care services. The role involves coordinating registrations, updating demographics in the EHR, and guiding patients through eligibility processes and alternate resource options.

The position requires strong clerical skills, attention to detail, and the ability to communicate policies and requirements to patients and staff

Responsibilities

• Schedule appointments for Medical Walk-In Clinic and check patients in for Medical and Dental Appointments.
• Maintain current and accurate patient demographics in the EHR used by Klamath Tribal Health & Family Services.
• Interview and screen new and existing patients to establish eligibility for health care services.
• Explain IHS and KT Health policies regarding documents and eligibility requirements.
• Check patient registration Outlook and Fax inbox daily; route mail to appropriate parties.
• Maintain chart and filing system for Patient Registration records and related documents.
• Assist with referrals and alternate resource information from tribal health departments.
• Track demographic changes and note patient visits when updated.
• Complete eligibility verification for active insurance at check-in and document responses.
• Assist patients in applying for alternate resources, primarily Oregon Health Plan; home visits may be required.
• Serve as back-up to Patient Registration Manager; enter new patients and update eligibility as needed.
• Perform clerical duties such as scanning, photocopying, ordering supplies, and typing correspondence.
• Audit patient database for errors and missing information; correct and obtain missing documentation.
• Identify third-party liability entries and track term dates.
• List and update forms used by Patient Registration to ensure compliance and current status.
• Perform semiannual Medicaid audits and confirm coverage in DHS system.

Job description

Description

POSITION OBJECTIVES

The primary purpose of this position is to assist the Patient Registration department in maintaining accurate records of patient information, both hard copy and computer database. The employee obtains all pertinent registration and eligibility information for the determination of eligibility for health care services. Routinely ensures accurate demographic and alternate resource information is collected and reviewed. The Patient Registration Clerk works directly with the Tribal community assisting with updating and utilizing alternate resources.

MAJOR DUTIES AND RESPONSIBILITIES

1. Schedules appointments for the Medical Walk-In Clinic and accurately checks patients in for Medical and Dental Appointments. Provides appropriate assistance and direction to patients regarding services and resources available within Klamath Tribal Health & Family Services.

2. Assist with maintaining current and accurate patient demographics in the Electronic Health Record being utilized by Klamath Tribal Health & Family Services.

3. Interview/screen new and existing patients to ensure required documentation to establish eligibility is provided. Reconcile documents provided to ensure patients meet eligibility requirements to receive health care services through Klamath Tribal Health & Family Services. All registration applications will be submitted to the Patient Registration Manager for final approval of eligibility.

4. Explain IHS and Klamath Tribal Health & Family Services regulations and policies regarding documents needed and eligibility requirements to receive health care services.

5. Check Patient Registration Outlook Email box and Fax Email box on a daily basis; sort and route mail to appropriate parties. Forward new applications and insurance information to the Patient Registration Manager after initial review.

6. Assist with the maintenance of the chart and filing system for Patient Registration records, denials, suspense, referrals, pending applications and other records. File updates and other vital information in Patient Registration charts.

7. Take appropriate action on referrals, records, and alternate resource information from various Tribal Health departments as assigned by the Patient Registration Manager.

8. Track all demographic changes in the notes section of the patient database system. If no demographic changes are made at the patient update, note patient visits on a monthly basis.

9. Complete eligibility verification for all active insurance coverage at the time of patient appointment check-in. Document eligibility responses in the notes section of the patient database system to ensure accurate and up-to-date insurance information is maintained.

10. Assist the department in identifying patients who may be eligible for alternate resources through patient demographic interviews at the time of check-in and utilize databases to identify patient groups that are uninsured.

11. Assist patients who are eligible for alternate resources in completing the application process for services; primarily the Oregon Health Plan. Home visits may be required for patients who are unable to come into complete renewal application process.

12. Serve as a back-up in the absence of the Patient Registration Manager; enter new patients into the patient database system and update existing patient eligibility as necessary.

13. Perform a variety of clerical duties including, but not limited to scanning, photocopying, ordering Patient Registration supplies, and typing program correspondence. Type and reproduce a variety of daily correspondence and documents including but not limited to memorandums, letters and reports from rough draft. Documents obtained from patients will be scanned into charts on a daily basis.

14. Perform audits on the patient database system utilizing the Registration Report component of the system. Check database for errors such as incomplete or missing information and documentation. Make corrections as needed and work towards obtaining missing documentation to ensure their records remain current and in compliance

15. Identify termed Third-Party Liability (TPL) entries such as Worker’s Compensation and Auto & Homeowner Insurance policies. Enter into tracking system the appropriate term date as indicated by carrier.

16. Develop a list of patients whose forms utilized by the Patient Registration Department (AOB, NPP, Patient R&R, Annual Update Forms, etc.) have expired. Work toward assisting patients with completing and obtaining updated forms to ensure records remain compliant and current.

17. Perform semiannual audits for all patients with Medicaid coverage and confirm coverage through DHS system. Enter term dates where appropriate.

18. Audit patient files and make appropriate changes to entered information to ensure uniformity of entries such as address and phone numbers.

19. The incumbent will be called upon to accomplish other tasks within their scope of work.

SUPERVIS