Registration Representative - Outpatient

Pensacola, FL, United States and 1 more

The Registration Representative performs a variety of data entry and general registration functions for outpatient departments within the facility. This role is responsible for accurately collecting patient demographic and insurance information to ensure appropriate reimbursement and timely claim submission. The registration representative uses available technology to provide clear, accurate estimates of patient financial responsibility and to collect expected out‑of‑pocket amounts. This position is responsible for following all registration and admitting policies and procedures.

This role completes a variety of administrative and admitting tasks to facilitate the admission of patients of all ages. As one of the first points of contacts, this role provides exceptional customer service, acting as a resource for patients, families, and visitors and enhancing their experience through professional communication, hospitality, and supportive guidance during stressful situations.

• Greets all patients and visitors entering the facility, providing a professional, welcoming, and service‑oriented experience. Communicates clearly and effectively with patients, visitors, and leadership.
• Completes all outpatient registrations accurately and efficiently through consistent monitoring of tracking boards, ensuring timely entry of patient demographics, insurance information, and required documentation in accordance with organizational and regulatory standards.
• Follows all patient identification policies and procedures.
• Verifies insurance eligibility and benefits by reviewing insurance or managed‑care identification cards, confirming coverage, and identifying any authorization requirements prior to service.
• Calculates, communicates, and collects expected patient out‑of‑pocket costs using financial‑estimation technology, including co‑pays, deductibles, and coinsurance amounts.
• Distributes required handouts and regulatory documents to patients or their representatives, ensuring understanding and compliance with hospital and legal requirements.
• Operates and troubleshoots registration software and hardware, demonstrating working knowledge of electronic health record systems, insurance verification tools, and related equipment.
• Provides hospitality and concierge‑level support, assisting patients, families, and visitors with directions, information, and service needs to enhance the overall hospital experience. Acts as a resource for patients and internal teams, addressing questions, resolving registration‑related issues, and promoting a positive, patient‑centered environment.
• Coordinates with provider offices to secure required clinical documentation including orders, authorizations, and medical necessity details to ensure all information is complete and available on the day of service, preventing delays in patient care.
• Collaborates proactively with ancillary departments such as Imaging, Lab, and Nursing to resolve registration, documentation, or scheduling issues, supporting smooth patient flow and minimizing service disruptions
• Engages and resolves registration quality alerts ensuring denial reductions.
• Works proactively and independently during downtimes or otherwise to ensure all Access function tasks are addressed.
• May be required to work at another location as needed and team members are responsible for their own transportation.

• High School Diploma or Equivalent Required
• 6 months relevant revenue cycle or customer service experience Required

Baptist Health Care is a not-for-profit health care system committed to improving the quality of life for people and communities in northwest Florida and south Alabama. The organization…