Intake Registration Desk Receptionist

Hamilton Center, Inc.; Terre Haute (IN); On-site; USD 32,000 - 42,000; Full time

Job summary

Hamilton Center, Inc. in Terre Haute, IN is seeking an Intake Registration Desk Receptionist to support clients and providers through clerical and administrative tasks, including check-in/check-out, insurance document collection, and basic billing coordination.

You will manage high-volume calls and digital communications, maintain EMR charts, schedule appointments, and assist with funding, accreditation compliance, and data entry while upholding confidentiality and service quality.

Qualifications

• High school diploma required; business education or experience preferred.
• Knowledge of business English, basic mathematics, typing, filing, and record management.
• Strong interpersonal skills.
• Proficiency in Microsoft Word and Excel, including data entry and retrieval.
• Ability to learn the electronic medical record (EMR) system.
• Strong telephone communication skills.
• Strong time-management and organizational skills; ability to multitask.
• Reliable transportation to and from work.

Responsibilities

• Delivers timely exceptional service across daily digital, and telephonic interactions with consumers and staff.
• Manages patient check-in/check-out, coordinating program registrations, gathering insurance documents, receiving client payments, and requesting prior authorizations where applicable.
• Executes data-driven administrative operations involving intake, mathematical computing, and funding or accreditation compliance (HRSA/UDS).
• Handles day-to-day administrative and clerical operations, including document scanning and digital archiving, alongside managing and scheduling client appointments.
• Compiles data, completes forms, makes mathematical calculations, and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Directs and manages high-volume inbound communications for an integrated healthcare network, precisely screening and triaging calls to connect clients with counselors, therapists, nurses, medical staff and outreach workers.
• Handles phone routes, electronic medical record (EMR) messaging and routine inquiries while identifying crisis situations and responding swiftly to emergencies during daily consumer interactions.
• Maintains all electronic files, consumer charts, and records pertinent to the program.
• Uses computers in all aspects of position, e.g., email correspondence, schedules, financial reports, patient files, and program data.
• Assists in maintaining the inventory of supplies and materials.
• Assists with billing inquiries and the collection of consumer fees.
• Screens for presenting problems and specific needs of the client and documents notes in the EMR chart accordingly.
• Stays familiar with all divisions and departments of the Center to be able to interact with and assist staff. Stays familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represents the agency with the public, with potential and active consumers, and with referral sources in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Ability to ask sensitive questions about ethnicity and sexual orientation in a tactful and neutral manner, remaining neutral in matters of diversity and inclusion.
• Keeps all requests for Releases of Information current.
• Corrects non-clinical errors identified in reports.
• Participate in training, in-services, and special activities as required or assigned.
• Performs other duties as assigned.
• Verifies eligibility and sets up validated insurance information in the EMR.

Skills

Strong interpersonal skills

Time management

Organizational skills

Typing

Knowledge of business English

Record management

Data entry

Education

High school diploma

Business coursework or experience

Tools

Microsoft Word

Excel

EMR software

Job description

Position: Intake Registration Desk Receptionist

Location: Terre Haute, IN

Job Id:2664

# of Openings:1

Intake Registration Receptionist

Position Summary

Provides clerical and client support by performing daily administrative functions. Responsibilities include interacting with clients, supporting providers, maintaining records, and completing client financial information.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Delivers timely exceptional service across daily digital, and telephonic interactions with consumers and staff.
• Manage patient check-in and check-out, coordinating program registrations, gathering insurance coverage documents, receiving client payments, and requesting prior authorizations where applicable.
• Executes data-driven administrative operations involving intake, mathematical computing, and funding or accreditation compliance. Health Resources and Service Administration (HRSA) and Uniform Data Systems (UDS).
• Handles day-to-day administrative and clerical operations, including document scanning and digital archiving, alongside managing and scheduling client appointments.
• Compiles data, completes forms, makes mathematical calculations, and carries out other tasks related to funding, accreditations, certification, and similar administrative projects as assigned.
• Directs and manages high-volume inbound communications for an integrated healthcare network, precisely screening and triaging calls to connect clients with counselors, therapists, nurses, medical staff and outreach workers.
• Handles phone routes, electronic medical record (EMR) messaging and routine inquiries while identifying crisis situations and responding swiftly to emergencies during daily consumer interactions.
• Maintains all electronic files, consumer charts, and records pertinent to the program.
• Uses computers in all aspects of position, e.g., email correspondence, schedules, financial reports, patient files, and program data.
• Assists in maintaining the inventory of supplies and materials.
• Assists with billing inquiries and the collection of consumer fees.
• Screens for presenting problems and specific needs of the client and documents notes in the EMR chart accordingly.
• Stay familiar with all divisions and departments of the Center to be able to interact with and assist staff. Stay familiar with division-wide compliance, regulations/guidelines of quality clinical care.
• Represents the agency with the public, with potential and active consumers, and with referral sources in a professional, ethical manner that reflects a positive attitude and willingness to assist.
• Ability to ask sensitive questions about ethnicity and sexual orientation in a tactful and neutral manner, remaining neutral in matters of diversity and inclusion.
• Keeps all requests for Releases of Information current.
• Corrects non-clinical errors identified in reports.
• Participate in training, in-services, and special activities as required or assigned.
• Performs other duties as assigned.
• Verifies eligibility and sets up validated insurance information in the EMR.
• Performs the above listed duties with or without reasonable accommodation.

Minimum Qualifications/Requirements

• A high school diploma required; additional education or experience in business preferred.
• Knowledge of business English, basic mathematics, typing, filing, and record management, reception, standard office equipment, time management, billing procedures, and fiscal management.
• Strong interpersonal skills.
• Proficiency in Microsoft Word and Excel, including data entry and retrieval.
• Ability to learn HCI’s electronic medical record system.
• Strong telephone communication skills.
• Strong time -management and organizational skills, with the flexibility to manage multiple tasks.
• Reliable personal transportation to and from work.

Certificates, Licesnses, Registrations

• Valid driver’s license in accordance with HCI motor vehicle policy.
• Maintain current American Red Cross / CPR/ First Aid certification.
• Maintain current Crisis Prevention Intervention (CPI) certification.
• All members of the Rapid Response team must maintain current Crisis Prevention Intervention (CPI) certification & maintain current American Red Cross CPR certification.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to communicate in person, through digital technology, and by telephone. The employee may be required to stand, walk, reach, bend, sit, climb and/or lift. There may be long periods of sitting and entering information into the computer.

Noise levels and interruptions vary daily, depending on the number of consumers present.

Staff is responsible for contacting and providing emergency/security support.

Programs & Education

Mental Health Screenings

Screenings are a quick way to determine if you or someone you care about may need to reach out to a doctor or mental health professional for evaluation.

Take Screening