Dental Patient Registration Clerk

The Dental department at Pokagon Health Services is growing!  We offer a friendly work environment and a stellar benefits package including health insurance, 15 holidays, generous PTO, pension, 401(k), and more.     

Position Summary: Serve clients and the community by facilitating and completing the overall dental registration and eligibility process and scheduling of dental department appointments. 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 support staff in initiating various tasks, such as the release of records forms.
  • Manage and coordinate scheduling in response to task list, patient calls, walk-ins, and staff requests; schedule department new patient and follow-up appointments according to established protocols and coordinate services with all PHS departments, including Purchased/Referred Care (PRC), Transportation and Community Outreach.
  • 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.
  • Assist with outgoing referral process, including communication between referral specialists and patients.
  • Document patient activity, as appropriate, such as service refusal, unreachable patients, no-shows, cancellations, etc.
  • Maintain waiting area, 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.
  • Complete pre-registration tasks. 
  • Register new and returning 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 the PRC program, Transportation Services, Compliance Hotline, HIPAA, Notice of Privacy Practices, Release of Information, etc.
  • Assist clients with the completion or revisions of forms for the Electronic Health Record 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 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, including proof of program eligibility, insurance and benefit information, and releases of information.
  • Obtain patient records including x-rays from outside providers and import into patient record.
  • 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/website or e-verification and enter information into the electronic health record; obtain signatures for file on forms for alternate resources.
  • Send patient reminders for PRC registration, Care Gaps, etc., via mail or patient portal.
  • Provide resources to other Tribal Citizens outside of the geographical area.
  • Comply with HIPAA regulations to ensure patient privacy.
  • Assist patients with Medicaid applications where necessary.
  • Collect payments and post payments in Electronic Health Records and close out and balance receipts daily.
  • Administer patient satisfaction surveys, time studies, as needed.
  • Provide administrative support to department.
  • Travel to other departments as needed.

Non-Essential Functions:

• 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:

Tier 1 (PB-4) 

• • High School Diploma or GED.
  • One (1) year of front-line service or patient registration experience in a related healthcare setting (Medical/Dental/Behavioral Health) 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 is required.
  • Excellent communication and interpersonal skills; and the ability to speak effectively and respond to questions is required.
  • Knowledge, intellect, temperament, and flexibility to work effectively in a fast-paced, environment required.
  • Knowledge of Medicaid application process and MI Bridges is preferred. 
  • Knowledge of Medical and Dental terminology preferred
  • Knowledge of Medical and Dental insurance terminology and benefit verification preferred

Tier 2 (PB-5)

• • Six (6) years of front-line service or patient registration experience in a related healthcare setting required or successful completion of medical assistant/dental assistant/mental health support training with at least five (5) years of experience.

Tier 3 (PB-6)

• • Ten (10) years of front-line service or patient registration experience in a related healthcare setting required.

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