PATIENT ACCESS REPRESENTATIVE

Job DetailsJob Location: Claxton, GA 30417Position Type: Full-Time/Part-TimeJob Shift: AnyJob Category: Health CarePosition Description
• Under the supervision of the Patient Access Supervisor, registers all patients, in a timely and efficient manner in accordance with regulatory agencies, federal and state regulations, organizational and departmental policies and procedures. Performs all switchboard and PBX functions in a clear, concise and professional manner in accordance with organizational and departmental policies and procedures. Communicates with medical staff, medical staff office personnel, other departments, patients, visitors and outside agencies while maintaining confidentiality. Must possess excellent customer service skills along with a positive attitude.

Essential Position Responsibilities
• The essential position responsibilities are the basis for the 90 day and annual evaluation. This list is intended to describe the general nature and level of work to be performed and not intended to be an exhaustive list of all duties required of personnel.
1. Registers and documents discharge information for all patients in a timely and efficient manner in accordance with HIPAA, federal and state regulatory agencies, organizational and departmental policies and procedures.

All Patients
1. Acknowledge all patients promptly and professionally when they arrive at the registration desk.
2. Appropriately greets all patients, family members, visitors, personnel, physicians and general public with a positive attitude, smile, eye contact, tact and proper body language.
3. Displays consistent ability to prioritize and complete registrations in an accurate and timely manner.
4. Pulls up patient by date of birth to verify accurate patient identification when patient has visited facility in the past. If date of birth is not known, patient name should be used.
5. Ensures each patient is assigned a medical record number in the computer system. Selects appropriate patient type and service code for each patient at the time of registration.
6. Obtains and inputs complete and accurate patient demographic information which includes verification of existing information regarding personal and employer information.
7. Obtains and inputs complete and accurate guarantor information which includes verification of existing information regarding personal and employer information.
8. Enters all required information related to an accident when appropriate.
9. Obtains required and proper consent for treatment.
10. Discharges patients in accordance with establish procedures.
11. Obtains and enters correct insurance information when applicable in accordance with established policies and procedures.
12. Scans front and back of insurance card and another source of identification.
13. Obtains appropriate signatures on all documents requiring signatures.
14. Ensures correct armband is placed on each patient.
15. Ensures a copy of “Patient Rights” and EMH Privacy Practices are given to each patient at the time of registration.
16. Places all unused paperwork containing patient information in appropriate shred bin.
17. Gathers information regarding complaints and forwards to appropriate department and personnel.
18. Verifies insurance and collects co-pays, co-insurance or a deposit towards services.

In Patients (Including 23 Hour Observation Admits)
1. Obtains room assignment from appropriate nursing station.
2. Enters accurate room accommodation code at the time of registration.
3. Records and secures patient valuables.
4. Scans appropriate documents in accordance with procedures. For direct admits scans the physician order.
5. Ensures the name of the admitting physician is entered correctly.
6. Gives a copy of Medicare Rights to appropriate patient(s) documents receipt and places original in medical record.
7. Gives a copy of Advanced Directives to appropriate patient(s) documents receipt and places original in medical record.

Out Patients
1. Verifies pre-certification number is on the order form prior to registering patient.
2. When a pre-certification number is not on the order, contacts centralized scheduling for pre-certification number and documents comments and name of person information received from in the CPSI.
3. Verifies pre-certification number is entered into system for out patient visits requiring pre-certification.
4. On all non-staff physicians verifies credentials per organizational policies and procedures. If verification cannot be done notifies Director.
5. Verifies completion of the Home Health Drop Off Form and notifies Laboratory of Home Health specimen drop off.
6. Performs Advanced Beneficiary Notice procedures in accordance with departmental policy.
7. Verifies a diagnosis is indicated on each order for Medical Record documentation.
8. Scans appropriate documents in accordance with procedures.
9. Notify appropriate department(s) of patient arrival and provide appropriate documents. Utilizes the “pink form” when more than one department is to be visited.

Emergency
1. Notifies emergency department staff immediately of individuals requesting to be seen and need for patient triage.
2. Ensures the date, time, place and event is documented for each registration related to an accident.
3. Obtains information from patients taken straight back to the emergency department.
4. Scans appropriate documents in accordance with procedures.
5. For all Workers’ Compensation related claims, obtains verification from employer it is an approved workers’ compensation visit and enters appropriate code in CPSI for Allgood third party biller to pick up claims.
6. For all Workers’ Compensation related claims, documents whether a drug screen is required or not and documents the name of the follow up physician on the face sheet.
7. Obtains completed chart from the emergency department in order to secure them for pick up by HIM personnel.
8. Ensures all patients are correctly documented in the emergency log in accordance with state regulations.
9. Documents name of the PCP, when applicable, on the fact sheet.

Pre-registrations
1. Calls patient the day before to remind them of their procedure, informs of appointment time, documents (insurance & photo ID) and co-pays due at time of service.
2. Assist centralized scheduling with notifying patients of required information needed at time of arrival.
3. Places chart containing all required pre-certification information in designated area for retrieval on the day of service.
4. Upon patient arrival on the day of service, obtains paperwork, completes registration in computer system, notes arrival time and date and obtains signatures.
5. Scans appropriate documents in accordance with procedures.
6. Collects and posts payments at the time of registration to account. Reviews prior accounts for any outstanding balances and request payment.
7. Reconciles cash drawer.
8. Verifies and ensures daily census is run and completed by midnight.
9. Operates the telephone system in an efficient, courteous manner to process telephone communications for patients, physicians, personnel and the general public.
10. Acknowledges all external and internal calls as soon as possible. Switchboard calls shall be prioritized in the order of operator level calls then outside calls.
11. Utilizes overhead paging system in a clear and concise manner.
12. Takes and forwards messages to appropriate personnel as needed.
13. Participates in departmental and organizational Quality Improvement projects and is held accountable for accurate entry and updates to required patient demographics (full name, date of birth, social security number, address, phone number and email address), pay source (insurance name, group number, subscriber number), mandatory questionnaires, Physician’s name, etc., during every patient encounter to register for services.
14. Maintains low error rate on data entry during registration process. Is detail oriented, corrects and learns from past registration errors. Rarely makes repetitive errors.
15. Adheres to organizational and departmental policies and procedures.
16. Performs all other related assignments and special projects as requested while working independently.
17. Participates in continuing education and attends all departmental staff meetings.
18. Adheres to the policies and procedures regarding the surveillance, prevention and control of infections.
19. Performs all other related assignments and special projects as requested.
20. Arrives to work on time, on scheduled days, during scheduled hours. Abides by EMH dress code. Wears EMH Identification badge while on duty. Maintains flexibility with work schedules in meeting the needs of the department.
21. Organizes and prioritizes work in a manner consistent with safe, efficient and cost effective resource utilization.
22. Displays a team player attitude (cooperative, positive, supportive) and takes every opportunity to work well with others. Effectively communicates verbally
and in writing. Displays a willingness to help at all times and in all areas to meet the needs of the organization. 23. Demonstrates support for the mission/vision of the organization.QualificationsMinimal Qualifications
• Education level equivalent to completion of four (4) years of high school. Patient Access Certification required. Completion of a medical terminology course and familiarity with insurance company reimbursement, co-pays and deductibles preferred. Basic computer
skills with typing speed of 28 words per minute. Clerical experience required. Registration experience in a healthcare setting preferred.
 

Physical/Mental Demands
• Ability to think and work effectively with frequent interruptions; to move, sit, stand, walk, and bend intermittently throughout the work day. Lift and/or move up to 10 pounds.
• Must possess sight/hearing senses or use prosthetics that will enable the applicant to adequately fulfill the requirements of this position.
• Use of mechanical and technical equipment required for the responsibilities assigned.
• External and internal applicants who are/become disabled, must be able to perform the essential position responsibilities with unaided or with assistance of a reasonable accommodation to be determined on a case by case basis.
 

Occupational Exposure to Blood borne Pathogens
• Category II – Tasks involving no exposure to blood, body fluids or tissues but employment may require performing unplanned Category I tasks.
 

Orientation Period
• Up to 90 days to perform proficiently all essential position responsibilities. The first ninety (90) days this position is assumed is considered the probationary/introductory period, for which the employee is subject to continuous review.