Dental Patient Registration Clerk

Position Summary: Serve clients and the community by facilitating and completing the overall registration and eligibility process. This includes greeting and directing clients to the appropriate personnel, and receiving, verifying and entering patient information into an electronic database.

Essential Functions:

• Assist visitors and clients by welcoming and greeting them upon arrival and on the telephone; answer questions, explain procedures and services, and/or refer inquiries to the appropriate contact.
• Listen to and document messages off the telephone that have been left during peak hours. Deliver messages to the appropriate personnel.
• Make daily reminder calls to patients for upcoming appointments.
• Coordinate mail and postal delivery of lab specimens, department mail, and incoming supplies.
• Assist medical support staff in initiating various task, such as medication reconciliation, and the release of records forms.
• Manage and coordinate scheduling in response to task list, patient calls, walk-ins, and staff requests; schedule follow-up appointments for all of Health Services, coordinate with Medical, Dental, Podiatry, Medical nursing, Podiatric nursing, Behavioral Health, Transportation, etc.; follow-up and coordinate with internal and external referrals, patient and staff cancellations, no-shows, etc., to ensure patient access and referring entities’ needs are met.
• Document patient activity, as appropriate, such as service refusal, unreachable patients, no-shows, cancellations, etc.
• Maintain lobby including but not limited to, posting of Tribal events, assurance of culture appropriateness, clearing clutter, making coffee, closure and notifications signs, and patient management for wait times.
• Submit maintenance and IT orders, maintain visitor log, administer patient satisfaction surveys, time studies, as needed.
• Provide administrative support to staff, including work orders; maintain network drive; maintain inventory of office and miscellaneous supplies.
• Travel to other departments as needed
• Register new patients according to established office protocol
• Orient new patients to services and programs in Pokagon Health Services. Obtain informed consent, release of information, and other appropriate legal signatures. Inform patients of Transportation Services, Compliance Hotline, HIPAA, Notice of Privacy Practices, Release of Information, etc.
• Assist clients with the completion or revisions of forms for the Patient Registration System by obtaining information through interview, electronic, or mailed correspondence prior to Client receiving services; assess client understanding of patient registration process to determine the appropriate response to client questions and applications. Communicate appropriate information needed to client or client’s agent in order to complete Purchase Referred Care (PRC) or Community Clinic eligibility; determine eligibility of clients for PHS, PRC and Community Clinic services according to Indian Health Services (IHS) and Band guidelines.
• Ensure that appropriate documentation is scanned into the electronic system.
• Operate Patient Registration System and related components of the electronic health records and other computer systems to enter, store, process and retrieve client registration information.
• Verify certain insurance coverage by telephone and enter information into the electronic health record; obtain signatures for file on forms for alternate resources.
• Provide resources to other Tribal Citizens outside of the geographical area.
• Coordinate care with the Referral Specialist and Clinic and Community Health Nurses.
• Maintain additional paper recordkeeping system for ATR patients.
• Comply with HIPAA regulations to ensure patient privacy
• Assist patients with Medicaid applications using MI Bridges
• Collect payments and post payments in Electronic Health and Dental Records

Non-Essential Functions:

• Communicate the Hotline option to clients.
• Perform other related functions as assigned.
• Assist with billing processes

Equipment:

• Standard office equipment.
• Systems used: MS Office 365 applications, Internet, Dental EDR, Clinic EMR, Behavioral Health EMR

Position Requirements:

• High School Diploma or GED.
• One (1) year of front-line service experience in a dental or office required.
• Previous experience working in medical office administration required.
• Proficiency with MS Office applications is required, proven data entry accuracy.
• Strong delivery of positive service and good communication skills, both oral and written.
• Excellent communication and interpersonal skills; and the ability to speak effectively and respond to questions.
• Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced, environment required.
• Knowledge of Medicaid application process and MI Bridges is preferred.
• MDHHS Community Partner certification preferred.
• Knowledge of Medical and Dental terminology preferred
• Knowledge of Medical and Dental insurance terminology and benefit verification preferred

Indian Preference:

• Pokagon Band Preference Code applies.

Physical Requirements:

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
• Frequently required to talk and hear.

Work Environment:

• General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies:

• Using Information Technology
• Fostering Communication
• Attention to Detail
• Client Focus
• Teamwork
• Exemplifying Integrity
• Adaptability