Job Title: Administrative Assistant
Department: Create Rehab
Reports to: Program Director
Location: Bronx, New York
Job Summary:
The Patient Registrar is responsible for managing patient registration, verifying client demographics and insurance benefits, scheduling of clinic appointments, and managing the day-to-day front desk activities of the clinic. They also collect and verify financial data for billing services and clinical treatments. Additionally, they work with electronic systems, such as Accumedic EMR, E-Paces and the OMH patient portal to input data into patient databases regarding treatment or location. This staff also supports the environment of care, promoting a welcoming atmosphere, free of drugs and violence.
Primary Duties & Responsibilities include, but are not limited to:
- Responsible for managing the registration/intake appointment scheduling.
- Ensure all new admissions are scheduled for appropriate services
- Initial and on-going verification of patient eligibility and insurance status.
- Schedule patient appointments for consultations, evaluations, treatments, follow-up, or other procedures.
- Collect co-pays, deductibles, and other out-of-pocket fees
- Maintain and update patient records in the EMR
- Provide patient service and support related to clinic admissions, procedures, payments, and other inquiries
- Coordinate with clinical staff to ensure smooth patient flow and reduce wait times.
- Responsible for data-entry of group schedules and Clinician’s group notes in EMR.
- Contact client or collateral when client misses scheduled services.
- Review and reconcile denied claims with billing department; ensure timely completion and submittal of weekly billing notes.
- Responsible for securing username and access to EMR for all new staff hires, appropriate to their position. Schedules EMR training with designated super user or Accumedics.
- Serve as liaison between staff and EMR to resolve technical issues.
- Coordinate the incident reporting process, ensuring timely reporting and distribution of reports.
- Ensure Clinic training calendar is prominently posted and alerts of upcoming trainings go to all staff.
- Monitor clinic movement, ensuring clients, staff & visitors sign-in as they enter and exit the clinic.
- Work with the Compliance Department to respond to requests for medical records.
- Complete and submit billing documents to the Billing Dept on a weekly basis.
Qualifications/Criteria:
- Associate degree or certification in health information technology or a related field, preferred
- A minimum of 2 years’ experience in a healthcare setting preferred, especially in roles involving patient registration or record management.
- Must be computer literate and have excellent interpersonal, customer service, written and verbal communication skills. Must be capable of handling routine and crisis situations using good judgment and direction.
Employment is contingent upon the successful completion of a background check and/or fingerprinting (department-dependent), which will be conducted following a conditional offer of employment in adherence to NYC Fair Chance Act guidelines.
