Client Registration Assistant

Job Description

Job Description

Summary: 

The Client Registration Assistant keeps Southeastern Integrated Care business operations and activities organized and moving forward. The person that functions in this role must be an energetic, self-starter who can recognize where processes can be improved and who can take the initiative to improve them. This position is responsible for providing administrative support to staff and assuming reception and phone duties.

Essential Duties and Responsibilities: 

• Assumes receptionist duties, greet public and refer them to appropriate staff members, answer phone, route calls, and take messages;
• Assists in the maintenance and/or modification of client data collection in the agency EHR system to ensure information remains as up-to-date as possible.
• Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office.
• Supports the service line functions of the program to include intakes, utilization reviews, authorizations/verification of insurance, referrals, and team schedules.
• Assists in the maintenance and/or modification of client data collection in the agency EHR system to ensure information remains as up-to-date as possible. This includes but not limited to patient demographics (phone number, emergency contact, mailing address, employment information, etc)
• Provides a bridge for smooth communication between internal departments; demonstrating professionalism and customer support. 
• Assist in registering new patients and assisting patients with access to their patient portal.
• Assists in the maintenance and/or modification of client data collection in the agency EHR system to ensure information remains as up-to-date as possible. This includes but not limited to patient demographics (phone number, emergency contact, mailing address, employment information, etc)
• Meet with clients upon arrival to assist with completing required intake paperwork, consent forms, and releases of information (ROIs).
• Explain the purpose of required forms and direct questions outside the role’s scope to appropriate staff.
• Review paperwork for completeness, including required signatures, dates, and applicable guardian or authorized representative information.
• Confirm and update client demographic and contact information in the electronic health record.
• Ensure ROIs identify the appropriate individuals or agencies and are completed according to organizational procedures.
• Scan, upload, and organize completed intake documents in the client’s electronic record accurately and promptly.
• Notify appropriate staff when intake paperwork is complete or when missing information may delay the appointment.
• Maintain client privacy and confidentiality throughout the intake process.
• Manages all inbound and outbound mail;
• Maintains lobby and front desk area, keeping it clean and free from clutter;
• Updates and maintains mailing lists;
• Maintains appropriate interpersonal relationships with employees, peers, and consumers;
• Receives and screens visitors and/or telephone calls, providing general and specialized information; 
• Researches and responds to requests or refers complaints and requests to other staff when warranted;
• Manages all necessary administrative and office management tasks;
• Mentors new team members;
• Designs, organizes and maintains specialized and custom forms, records, reports, files and logs to support technical work processes in areas of assigned responsibility; 
• Schedules assigned appointments, meetings and conferences; 
• Manages the set up of conference rooms and acts as secretary for all necessary meetings, providing details and correct notes and other forms of follow-up;
• Reviews all documentation for accuracy, neatness, and compliance with necessary processes and procedures;
• Other duties as assigned.

Supervisory Responsibilities:

This position does not oversee staff.

 

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Education/Experience

• High school diploma, GED, or equivalent;
• Minimum 2 years in a clerical or administrative role;
• Knowledge of healthcare and clinical terminology, regulations, and best practices;
• A combination of education and experience may be acceptable.

Required Skills/Abilities

• Ability to problem solve and work both independently and in a team; 
• Excellent communication and organizational skills; 
• Demonstrated proficiency with Microsoft Office/Google Workspace applications; 
• Ability to maintain confidentiality;
• Sensitivity to the needs of persons with MH/SA/DD concerns;
• Ability empathetically interact with beneficiaries and their families.