Registration Coordinator

Position Overview

The Registration Coordinator works directly with prospective and returning clients, as well as their families, to assess their needs, provide information about available services, and complete the registration process. The role also includes following up on all referrals and determining the appropriate agency services for each client.

• Follow up on Referrals from provider and or client/caregiver calls. Performs initial intake and assessment of client needs in order to provide information regarding agency services.
• Registers new or returning clients via phone or in person, including obtaining detailed demographic information. Statistical information is required by the agency and is gathered at the time of registration. Registration Coordinator inputs demographics into the Electronic Health Record.
• initiate efforts to obtain medical records (eye reports) from the referral source as needed and in compliance with HIPAA. Maintains all CARF compliance documentation for internal and external audits.
• Provide accurate and timely documentation in a case note on all conversations with clients, family, outside professionals and CSC staff to ensure the smooth transition of recommendations initially discussed with the client during intake, creating a clear, concise, record of events and communications.
• Assigns newly registered or re-registered clients to a CSC case manager.
• Schedules Clinic appointments.
• Collaborates with other team members within CSC to maintain current knowledge of all programs/services offered to clients.
• Occasionally conducts customer satisfaction surveys with phone calls to clients.
• May assist with follow up calls to inactive clients.
• Provides coverage for front desk switchboard operator / receptionist when needed.
• Compiles daily and monthly statistical reports for department and department director.
• Acts in accordance with administrative rules including privacy and confidentiality laws for protected health information. Update all records to meet CARF and agency standards.
• Report problems and concerns to the department manager in a timely manner.
• Participate in team meetings.
• Regularly makes suggestions for process improvement.
• Trains new department members as needed.
• Other duties as assigned.

• Possess good judement and cultural sensitivity to the needs of people of all ages, specifically to the needs of people who are visually impaired.
• Proficiency in Microsoft Office Suite and the ability to learn new software programs as needed. Maintain and collect accurate data through use of Electronic Health Records database and detailed Excel spreadsheets.
• Must have the ability to learn and retain knowledge of the various programs and client services available at CSC and outside community resources.
• Must able to use critical thinking to assist a client or caregiver in crisis and help discern their needs. Able to find solutions for a variety of issues.
• Attention to detail in order to enter notes into EHR and review referrals correctly
• Ability to work patiently, compassionately and professionally with clients.
• Excellent Communication and active listening. Bilingual Spanish/English is a plus.
• Accurate record keeping and organization skills.
• Must demonstrate the ability to work both as an individual contributor and as part of a team.
• Maintain confidentiality, particularly client information, at all times.
• Knowledge of community resources.
• Knowledge of common eye conditions.

• Strong customer service experience, both in person and over the phone.
• Experience with hospital or physician registration systems with a demonstrated knowledge of patient registration work flows and electronic health records.

• Minimum High School graduate or GED equivalent required.
• Associate Degree in Business, Human and/or Social Services, or similar field is preferred.
• 2+ years of experience working in a registration setting.

Equipment/Tools Used: CSC computer operating systems and EHR databases, scanner, telephone, fax, copier etc.