Registration Coordinator I

Family Health Center; Vincennes (IN); On-site; USD 33,000 - 41,000; Full time

Job summary

Willows Family Health Center in Vincennes, IN seeks a Registration Coordinator I to greet patients, verify information, schedule appointments, and maintain records. You will handle calls, messages, and payments while ensuring accuracy and confidentiality in a fast-paced clinic.

The role emphasizes courteous service, seamless communication with clinical staff, and strict HIPAA adherence to protect patient privacy and data security.

Qualifications

• Minimum 2 years of customer service experience preferred
• Experience in a healthcare or medical setting is preferred
• Familiarity with Electronic Health Record system preferred
• Education: High School diploma or GED

Responsibilities

• Greets patients and visitors professionally and courteously
• Verify and update patient/client information upon arrival
• Schedule, reschedule, and cancel appointments using our electronic health record (EHR) system
• Answers incoming calls and route appropriately
• Take accurate messages and relay to the correct staff
• Ensure all required forms are completed and scanned into the EHR
• Collect payments and provide receipts as needed
• Monitor the flow of patients in the waiting area
• Ensure a clean, safe, and welcoming environment
• Act as a liaison between patients and medical staff
• Handle faxing, scanning, and sorting mail as needed
• Adhere to HIPAA regulations and practice policies on patient privacy and information security
• Follow all established protocols and policies
• Other duties as assigned

Skills

Organizational skills

Multitasking

Verbal communication

Written communication

Typing

Data entry

Confidentiality

Bilingual English/Spanish

Education

High School diploma or GED

Tools

Electronic Health Record (EHR)

Job description

The Registration Coordinator I (RCI) serves as the first point of contact for patients, clients, and visitors and is responsible for providing excellent customer service. This role is pivotal in delivering exceptional customer service and ensuring efficient administrative operations. Responsibilities encompass greeting individuals, managing administrative tasks such as collecting and verifying patient/client information, handling phone communications, scheduling appointments, maintaining patient/client records, and strictly adhering to confidentiality and HIPAA regulations. The position demands multitasking abilities and a commitment to outstanding patient/client support.

This position is at our Willows Family Health Center.

Hours:

Monday-Thursday: 730A-6:30P, Fridays Off

Essential Functions

• Greets patients and visitors professionally and courteously
• Verify and update patient/client information upon arrival
• Schedule, reschedule, and cancel appointments using our electronic health record (EHR) system
• Answers incoming calls and route appropriately
• Take accurate messages and relay to the correct staff
• Ensure all required forms are completed and scanned into the EHR
• Collect payments and provide receipts as needed
• Monitor the flow of patients in the waiting area
• Ensure a clean, safe, and welcoming environment
• Act as a liaison between patients and medical staff
• Handle faxing, scanning, and sorting mail as needed
• Adhere to HIPAA regulations and practice policies on patient privacy and information security
• Follow all established protocols and policies
• Other duties as assigned

Work-Related experience

• Minimum 2 years of customer service experience preferred
• Experience in a healthcare or medical setting is preferred
• Familiarity with Electronic Health Record system preferred

Physical Demands and Work Environment

Mental:

• Strong critical thinking and decision-making skills in dynamic patient care settings.
• Ability to remain calm and effective and make critical decisions in high-pressure situations.
• Strong problem-solving, analytical, and multitasking abilities.
• Emotional resilience when working with patients experiencing crisis, trauma, or chronic illnesses.
• Ability to provide compassionate care while maintaining professional boundaries.

Physical:

• Frequent standing, walking and reaching
• Ability to perform repetitive motions, including typing for EHR documentation.
• Occasional exposure to bodily fluids, infectious diseases, and hazardous materials; adherence to infection control protocols is required.
• Prolonged sitting at a desk with frequent computer use.

Working Conditions:

• Clean, well-lit and ventilated office environment

Education, Certification, and Licensure

Education: High School diploma or GED

Skills

• Organizational and multitasking skills
• Effective verbal and written communication
• Proficient in typing, data entry, and confidentiality
• Bilingual in English and Spanish is preferred but not required.