Registration Manager

POSITION OVERVIEW: (Exempt)

The Registration Manager is responsible for overseeing the registration workflows within the electronic Medical Record (EHR) system across all patient access points. This role ensures accurate data collection, compliance with regulatory standards, and optimal use of EHR tools to support scheduling, admissions, and front-end revenue cycle operations.

QUALIFICATIONS:

• Bachelor’s degree in Healthcare Administration, Business, or related field (Master’s preferred) OR equivalent work experience in patient access/registration.
• Minimum 3–5 years of experience in patient registration or revenue cycle management.
• 2 years of experience managing EPIC registration modules (Cadence and Prelude).
• Strong leadership, communication, and problem-solving skills.
• Proficiency in EPIC reporting tools and Microsoft Office Suite. (EPIC certification in Cadence preferred)
• Experience with change management and training programs.
• Familiarity with payer requirements and insurance verification processes.

ACCOUNTABILITY: 

Reports to the Revenue Cycle Director

DIRECT REPORTS:

Registration Representatives

POSITION-SPECIFIC REQUIREMENTS:

EPIC System Management

• Collaborate with IT and clinical departments to implement system upgrades and enhancements
• Oversee configuration and optimization of EPIC Cadence and Prelude modules
• Monitor registration related work queues and resolve errors or bottlenecks

Compliance & Quality

• Ensure compliance with HIPAA, CMS and other regulatory requirements
• Audit registration data for accuracy and completeness
• Develop and enforce policies and procedures for patient registration

Reporting & Analytics

• Generate and analyze registration metrics and KPIs
• Present performance reports to leadership and recommend process improvements

General Duties

• Assist patients with explanation of their bills, payment and setting up payment plans as needed
• Manage and maintain mail room and equipment
• Order supplies and approve invoices
• Perform related duties as requested or required

MANAGEMENT REQUIREMENTS:

Administrative

• Knowledge of the policies and procedures sufficient to direct department operations
• Assists with writing, reviewing, revising, and implementing policies and procedures
• Disseminates information and professional knowledge to department members, and health center staff
• Travels to meetings to represent Jefferson County Health Center and acquire the necessary information
• Participates in the development and achievement of the established health center and divisional goals
• Assists with research activities and development of business plans and proposals as directed
• Manages problems and discrepancies as they present themselves and documents appropriately
• Investigates patient, family, and physician complaints, and follows appropriate risk management and grievance process guidelines to resolve the situation
• Is a catalyst for conforming to quality and accrediting standards
• Remains current on regulatory compliance, educates staff, and ensures compliance in the department
• Ensures standards of behavior, operational strategies, and practice efficiencies are achieved

Financial/Technical Responsibilities

• Participates in the development of annual budgets and operates within the approved budget
• Reviews departmental financial statements on a monthly basis
• Safeguards the assets of JCHC by applying effective internal control practices and audits
• Ensures JCHC’s continued non-profit status by maintaining awareness of changes in the law
• Assists with review and maintenance of charge master rates and codes
• Implements cost management and LEAN strategies to ensure maximum efficiencies and productivity
• Assists with selection, use, maintenance, repair of department equipment
• Is responsible for ordering department inventory
• Prepares internal department invoices for Accounts Payable
• Prepares and validates statistical data in a timely manner

Personnel and Resource Management

• Ensures that the responsibilities, authorities, and accountabilities of all direct reports and appointed positions are defined and understood
• Coordinates and participates in in-service programs, committees, and staff meetings as appropriate
• Provides for orientation of new employees
• Utilizes a team-based approach by seeking suggestions and input from staff and colleagues
• Assigns administrative and operational responsibilities to department members
• Is responsible for staffing/scheduling, assuring safe and competent staffing patterns
• Maintains required reports, records and documents appropriate information regarding patient care and employee performance
• Conducts performance appraisals
• Participates in team-based interviews of applicants
• Consults with human resources regarding employee concerns in a proactive manner

Professionalism

• Leads staff by example
• Actively participates in professional affiliations as assigned by the Director of Clinics
• Assumes personal responsibility for professional growth and continuing education
• Remains informed of current and relevant trends and practices affecting healthcare
• Exhibits excellent customer relations to patients, visitors, physicians, and co-workers
• Presents a positive/professional health center image
• Establishes and maintains effective and professional working relationships with employees, policy-making bodies, third-party payers, patients, and the public
• Uses discretion to retain information that is confidential
• Applies effective communication skills and keeps lines of communication open with staff and other managers to ensure high employee morale and a professional, healthful atmosphere

Quality Management

• Fosters an environment that values continuous quality improvement
• Promotes initiatives in care delivery and practice that focus on patient safety
• Coordinates the monitoring of medical and clinical activities to ensure the fulfillment of the community’s needs for quality with leadership, the board, medical staff, and other personnel
• Facilitates development and monitoring of appropriate departmental quality improvement initiatives
• Ensures the provision of affordable and quality healthcare services by the acquisition, utilization, and organization of resources (human, financial, and physical)