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Willapa Behavioral Health & Wellness · 2 days ago

Registration Specialist

Long Beach, WA

Full-time

Hybrid

Entry Level

3+ years exp

Willapa Behavioral Health & Wellness is seeking a Registration Specialist to maintain the front desk and assist clients and clinical staff. The role involves scheduling appointments, managing incoming calls, and ensuring proper intake and billing processes for clients seeking services.

Health CareMental HealthNon ProfitPsychologyWellness

Responsibilities

Maintain the front desk and greet all incoming clients and visitors; advise clinical staff of the arrival of clients with appointments or inquiries

Answer all incoming telephone calls, screen and route calls to appropriate offices or personnel

Work with insurance companies, licensing agencies, and Medicare to credential clinicians

Follow Willapa Behavioral Health & Wellness Service Excellence Standards / Code of Ethics and Policies and Procedures

Adhere to rules of confidentiality

Respect and accommodate a diverse population

Maintain appropriate boundaries with clients and staff

Work on-site as necessary or remotely using telehealth technology as determined by management

Centralized Scheduling and Check-in Process: responsible for scheduling for Primary Care, Mental Health and Substance Use Disorder; work with clinicians to ensure that their schedules are properly filled and that non-clinical time is blocked; reschedule clients when necessary; ensure clients are seen in a timely manner; when a client is checking in for services, verify current address, telephone number and insurance; call clients and or potential clients the day before each appointment

Respond to Incoming Calls: screen calls and transfer to the appropriate individual; if recipient of the call is not available, offer to transfer caller to voicemail; if crisis situation, locate appropriate staff to assist; provide a Request for Service (RFS) form to clients interested in services; follow proper Medicaid and non-Medicaid procedures

Intake/Assessment Paperwork: intakes are done on 'Walk-In' days or are included in clinicians’ schedules; ensure clients understand 'Walk-In' days and/or the scheduled appointment details and that there are enough intake and education packets for clients; assist clients with paperwork, orientation and witnessing where indicated; ensure all documents are completed and the Fee Agreement is witnessed; if client does not desire to share information, indicate so by writing 'client refuses', initial and date

Co-Pay and Collection Process: ensure clients have proper insurance coverage and authorization to be seen for services; verify Medicaid coverage on a monthly basis; request insurance card at the time of service and make copy (both sides); screen non-Medicaid clients prior to services; ensure billing codes are correct for services provided; help MIS staff with claim denial follow up; assist client with understanding of coverages, deductibles, and responsibility for co-pays; request co-pays at time of service

Chart Maintenance: assemble new client charts; ensure paperwork is signed, dated, and witnessed; file and maintain the behavioral health charts; spot check behavioral health files; archive closed charts

Medical Records Release, Request and Invoicing: ensure medical records are released with a current and legible Release of Information (ROI); research the internet as needed to obtain necessary information to complete the ROI; strive for a 48-hour turnaround of 'request for records'; log records sent or requested in the appropriate log; create and send invoices

Provide Clerical Duties/Support: track referrals from outside entities; coordinate paperwork with PCP’s; enter data, i.e., RFS’s into HER; Maintain adequate office supplies and communicate needs to purchasing in a timely manner

Qualification

Medical office experienceElectronic health recordsMedical billing processesCustomer serviceCommunication skills

Required

High school graduate or equivalent

Business related experience

Ability to communicate clearly in person, on the telephone and in writing

Use appropriate reference material effectively, e.g. standard dictionary, internet research, instruction manuals

Ability to remain calm during routine and atypical situations

Experience working in a medical or mental health office

Experience operating office machines; copier, fax, telephone, computer, and calculator

Excellent verbal and written communication skills

Excellent customer service with a client focus

Able to sit, stand and move for long hours at a time and lift up to 25 pounds

A valid driver's license and reliable vehicle

Able to drive in daylight, darkness, and typical Northwest weather conditions

Flexible to work weekends and overtime as required

Meet the current Washington health care vaccination requirements for health care workers

Preferred

Three years' experience as a medical office receptionist

Working knowledge of medical billing processes

Experience with electronic health records

Company

Willapa Behavioral Health & Wellness

Our Mission: Willapa Behavioral Health will identify and evaluate needs to provide culturally and linguistically effective whole person mental health and substance use disorder services in order to facilitate recovery, foster resiliency and to help our clients reach their full potential personally, emotionally and spiritually.

Founded in 1986

Long Beach, California, USA

51-200 employees