Processing Assistant III - Registration

This position is part of the Registration team for Craven County Health Department/Craven County Community Health Center. The primary purpose of this position is to process patients when they check in and to answer questions, hand out information pamphlets, and to accept information forms from the patients for processing.

The Processing Assistant III serves each person who comes into the Health Department for services or information. Public contact is an ongoing activity each day. This position also interacts very closely with the nursing staff in each of the clinics. For example, the assistant notifies the triage nurse when a patient presents themselves with communicable symptoms. Information given to clients is broad and kept general within parameters.

For example, this employee cannot quote a cost for services that are applicable to the sliding pay scale but can inform the patient that the charge is based on their income and/or the maximum amount charged. The assistant rotates with other Processing Assistants on a regular basis for ease, comfort and efficiency of cross‑training. The assistant handles walk‑in patient services (excluding established maternity patients and WIC/Nutrition services).

The assistant must know the clinic/program requirements to be seen in a particular clinic, such as whether insurance is applicable or if a service is to be pre‑paid, etc.

• Call patient to the window by using the number system, greet them cordially.
• Update patient’s demographic information.
• Conduct interview to gather information for financial information (Medicaid, commercial insurance, and self‑pay).
• Answer questions regarding clinic routine and eligibility for services.

The Processing Assistant III is responsible for printing a registration sheet from the computer that has been reviewed and updated with the current patient’s personal data for certain clinics. Identified error reports run by other departments as they apply to client’s personal information (for example, a change of address can be investigated or noted to be addressed at the next encounter with the client).

Enter each individual patient’s financial information onto the computer accounts tab at each visit; verify information from checkout stub or W2 form. Scan copies of photo , Medicaid and/or insurance cards. Complete Encounter Form for MNT service visits only.

The Assistant should keep Encounter Forms, HIPAA Notice of Privacy Practices, etc., in its designated slot for the appropriate clinic. Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least one year of office assistant/secretarial experience, or an equivalent combination of training and experience.

• General knowledge of office or work unit procedures, methods and practices.
• Ability to use a variety of office equipment including basic computer and typing skills.
• Ability to communicate and work with people with courtesy and tact, including proper telephone etiquette.
• Ability to record and compile information based on established guidelines.
• Ability to screen communications based on predetermined guidelines to independently respond or route inquiries.
• Ability to gather and provide information and instructions regarding the work process or procedures.

G.S. 153A‑94.2(b) – Subject to SBI criminal history record check prior to hire. Other duties as assigned by Supervisor and/or Management. In the event of a disaster, may be required to assist as needed.