Registrar - Outpatient

  • Organization

  • Northwest Health - La Porte Northwest Health - La Porte

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  • Full Time

Job Description

The Rehabilitation Registrar is responsible for accurate data collection and following up on all prior authorizations, eligibility verification, benefits verification, indexing of rehab referral orders, and assisting with scheduling and registration of patients presenting for services. All duties and responsibilities are to be performed with outstanding customer service and registration accuracy for efficient authorization and billing processes. The Registrar is expected to work collaboratively with all external and internal customers to maintain a positive outcome for Northwest Health La Porte and Starke Outpatient Wellness and Rehabilitation departments.


Education:  Insert required education

  • High School diploma or equivalent required.
  • Medical office experience and terminology preferred.


  • Computer knowledge and office experience. 1 year of insurance experience helpful. 1-2 years of previous customer service.
  • BLS certification required within 6 months of hire.

General Responsibilities: 

1. Contacts new and existing patients to obtain updated insurance information. Coordinates with the rehab schedulers to coordinate information to process the Prior authorizations. Able to verify online to ensure that a therapy referral for the patient has been received.
2. Demonstrates the skills to enter and update insurance information in Cerner. Check to see if policy numbers are accurate and match. Check to see that the correct plan code is used.
3. Able to register the patient correctly. Makes sure that the subscription information is correct. Makes sure that the NPI and tax ID is being used for its designated location.
4. In case of Auto claims / Workman’s comp is able to check claim number, adjuster information. Able to follow up on accurate billing information and date of accident/injury.
5. Inputs correct phone/fax number and puts the adjuster’s name in Cerner and put Authorization number and authorized number of visits or modalities appropriately. Demonstrates ability to call insurance to make every effort to receive authorization for the required visits in a timely manner and places the information in Cerner.
6. When calling should be able to gather all relevant information needed such as agent’s name, deductible, out of pocket, Cop-pay or Co-insurance, the visit max per calendar year, visit max accumulations and to see if prior authorization is required. Makes sure to document all information in Cerner with reference number and date and time stamp alongside their initials to confirm
7. Track information and share information with the scheduling team and concerned therapists to expedite care. If co-pays are required, should be able to call patient and let them know about the co-pay. Demonstrates competent knowledge of the registration process, scanning documents and able to assist scheduler when needed.
8. Competent in the pre-registration of patient scheduled or being scheduled. Responsible for obtaining accurate insurance information for billing and collection process. Greets patients, clients and family members in a friendly and professional manner each time, as well as, protects patient confidentiality at all times.
9. Greets patients, clients and family members in a friendly and professional manner each time, as well as, protects patient confidentiality at all times. Have patient complete patient satisfaction survey, per department protocol. Accepts payments from Wellness and Complementary Care Patients in Daxko, completes daily close-outs. Maintains Daily Checklist for Credit Card Device. Monitors devices daily per protocol. Follows ABN and MSP procedures with all Medicare patients.
10. Promote MDsave to patients and their family as a payment option. Answers phone calls in a professional manner. Maintains a clean professional office environment. Performs all duties and responsibilities with outstanding customer service. Participates in mandatory staff meetings and educational offerings timely. Registers, pre-registers patients with accuracy and timeliness.
11. Attitude - Provides highest quality service and meeting customers' needs with utmost kindness, care, compassion, courtesy, empathy, respect and friendliness. Always acknowledges and serves customers with a friendly, open smile and direct eye contact.
12. Appearance - Takes pride in personal appearance, the facility and its surroundings.
13. Commitment to Coworkers - Recognizes we are linked to one another by a common purpose; serving our patients and our community, that we are team members with our physicians and co-workers, and that we each deserve respect and support.
14. Communication - Listens attentively to our customers to fully understand needs. Pays close attention to both verbal and non-verbal communication. Is committed to exceeding customers' expectations and providing more than what is expected.
15. Customer Waiting - Provides prompt service, keeps customers informed regarding the time in which the service will be performed and makes customers comfortable while they are waiting.
16. Privacy – Maintains customer privacy and confidentiality
17. Responsiveness - Acknowledges every approaching patient or family member. Responds in a way that demonstrates the care, courtesy and respect our customers deserve.
18. Safety Awareness - Ensures an accident-free environment. Establishes, promotes and monitors a proactive innovative approach to enhance hospital and patient safety. Adheres to and ensures compliance with Joint commission Patient Safety Goals and hospital safety policies.
19. Sense of Ownership - Demonstrates a sense of ownership in their job, takes pride in what they do, and how they do it. Accepts responsibility for and is in control of the job that needs to be done
20. Team Member is accountable for areas of responsibility meeting regulatory requirements including but not limited to maintaining annual TB testing, completing annual mandatories (ALC and competency), and maintaining current registration/certification/licensures as appropriate to position requirements.

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