Registration Specialist

WVU Medicine; Martinsburg, Northern (WV, KY); Hybrid; USD 19,000 - 25,000; Full time

Job summary

WVU Medicine Berkeley Medical Center in Martinsburg seeks a detail‑oriented Registration/Billing Clerk to collect demographic, insurance, and payment information, enter data into registration and billing systems, and guide patients through procedures and hospital processes.

The role supports pre‑certifications, consent forms, deposits and co‑payments, and daily cash balancing, while ensuring adherence to privacy practices and hospital policies in a high‑volume environment.

Qualifications

• High school graduate or equivalent is required.
• Experience with medical billing/registration is preferred.
• Understanding of insurance requirements and patient financial obligations helps.

Responsibilities

• Obtain and enter demographic, billing, and insurance information into registration and billing systems.
• Explain insurance and payment options to patients and families.
• Obtain pre-certifications and authorizations as needed.
• Collect deposits, co-pays, and other payments and document them in the system.
• Prepare patient armbands and balance daily receipts.
• Schedule, reschedule, or cancel patients according to workflow and check order completeness.

Skills

Communication skills

Medical terminology

Attention to detail

Organizational skills

Multi-tasking

Reading/comprehension

Education

High school diploma or equivalent

Tools

Registration software

Job description

Core Job Duties and Responsibilities

1. Obtains demographic/billing/insurance information from patient/family/legal guardian and enters into the registration/billing systems for service and claim processing and scans insurance cards & photo identification. Provides to the patient, information concerning insurance, payment of bills and hospital procedures.
2. May complete managed care responsibilities in regard to obtaining pre-certification and authorizations.
3. Prepares WVU Medicine standard consent form, notice of privacy practice and/or other necessary paperwork related to registration and presents to patient/family/legal guardian for signatures. Obtains electronic signature for consent to treat and patient financial obligations.
4. Collects deposits/co-payments/deductibles/patient liability payments when applicable, provides patient receipt and documents payment in the registration/billing systems.
5. Prepares armband for patient identification.
6. Balances daily receipts and cash drawer for patient payments as needed. Follows up on accounts as indicated by system flags (courtesy dismissal/comments/red stickers).
7. May initiate various screenings and obtains all pertinent information for coverage and completes appropriate paperwork.
8. Performs medical necessity checks and completes Advanced Beneficiary Notice as needed.
9. Schedules, reschedules, or cancels patients in accordance with hospital workflows.
10. Checks for order completeness and validate order against scheduled service.

Physical Requirements

1. Frequent walking, standing, stooping, kneeling, reaching, pushing, pulling, lifting, and grasping.
2. Visual acuity must be within normal range.
3. Manual dexterity to operate keyboards, fax machines, telephones, and other business equipment.
4. Sitting and/or standing for extended periods of time.
5. Reading and comprehension ability.

Working Environment

1. High volume, fast paced environment.
2. Exposure to communicable disease.
3. Frequent interactions with patients, medical staff, and support staff daily on a continual basis.

Skills and Abilities

1. Ability to accurately utilize applicable computer software and equipment for access processing & demonstrates ability to follow down time procedures.
2. Demonstrate knowledge of procedure to report and/or document unsafe/hazardous conditions, incidents and defective equipment in compliance with hospital policy.
3. Requires considerable attention to detail, the ability to be organized and to be able to perform multiple tasks simultaneously.
4. Requires the ability to memorize a considerable amount of information, and to be able to reference information not retained from written sources or from appropriate personnel.
5. Requires the ability to understand medical insurance requirements for payment and basic knowledge of covered services.
6. Excellent written and verbal communication skills and the ability to understand written and verbal communication.
7. Basic knowledge of medical terminology.

Minimum Qualifications

1. High school graduate or equivalent.
2. State criminal background check and Federal (if applicable), as required for regulated areas.

Additional Job Description

Scheduled Weekly Hours: 40 Shift: Exempt/Non-Exempt: United States of America (Non-Exempt) Company: BMC Berkeley Medical Center Cost Center: 7920 BMC HVI Martinsburg Address: 2000 Foundation Way Suite 3100 Martinsburg West Virginia

Equal Opportunity Employer West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.

The West Virginia University Health System is West Virginia’s largest health system and largest private employer, providing care to communities across West Virginia, Maryland, Ohio, and Pennsylvania. The integrated academic health system includes 25 hospitals and five institutes, with more than 3,500 licensed beds, 4,000 clinicians, 39,000 employees, and $8.5 billion in annual operating revenues. Anchoring the system in Morgantown, West Virginia, are WVU Hospitals, an 880-bed academic medical center, and the 150-bed WVU Medicine Golisano Children’s Hospital. Together, the Health System’s hospitals, clinics, and specialty programs provide a comprehensive continuum of care, ranging from community-based primary and specialty services to highly complex, quaternary care and post-acute care.