Registration Specialist

Registration Specialist

The Registration Specialist greets, registers, and assists clients in a professional, courteous, and confidential manner. This role is responsible for patient check‑in, appointment scheduling, insurance verification, and maintaining accurate client records within the electronic medical record (EMR). The position serves as the first point of contact for patients, visitors, and callers, ensuring a welcoming and efficient experience for all individuals accessing Outpatient Services.

• The starting pay range for this role is $17.21 - $18.74, based on education and experience.
• This job is a full‑time, in‑person position working Monday – Friday, 7:30 am – 4:00 pm or 8:00 am – 4:30 pm depending on departmental needs.
• PTO, paid holidays, health insurance, dental insurance, vision insurance, on‑site bistro and cafeteria, employee assistance program, newly updated facility, and more.
• As a full‑time employee of NCHC, you are eligible for the Wisconsin Retirement System (WRS). The WRS is a hybrid defined benefit plan. It contains elements of both a 401(k) or defined contribution plan and a defined benefit plan. Participating staff contribute 7.2% and NCHC will match this at 100% each pay period!

• High School Diploma or equivalent.
• Minimum one year of customer service or administrative experience.
• Keyboarding proficiency and ability to use an Electronic Medical Record system.
• Must possess a valid Wisconsin driver’s license and maintain unrestricted driving privileges throughout employment and have use of a personal vehicle.
• Must meet and continue to meet all requirements for insurability under the organization’s vehicle insurance policy.
• Basic computer program knowledge to work with the Microsoft Suite.

• Two years of medical office or registration experience.
• More than one year of working with a diverse patient population, including severe and persistent mental illness and substance use disorders.
• Familiarity with insurance verification process.

• Greet and check in clients for appointments, verifying and updating demographic, insurance, and consent information.
• Provide exceptional customer service to clients, visitors, and staff, maintaining professionalism in stressful or emotional situations.
• Complete necessary record‑keeping tasks, including verifying insurance, completing intake paperwork, and scanning documents into electronic records.
• Schedule, reschedule, and confirm client appointments, coordinating follow‑up appointments with providers.
• Assist with scheduling OWI assessments and act as backup for scheduling as needed.
• Maintain awareness of provider availability and adjust scheduling to meet client and provider needs.
• Answer all incoming phone calls and respond to inquiries regarding appointments, services, and procedures.
• Route calls to the appropriate staff, department, or external agency as needed.
• Complete and maintain various reports, including:
  • Insurance Verification Reports (verifying coverage 3 days in advance).
  • No‑Show Reports (tracking and sending appropriate communication).
  • OWI Non‑Compliance Letters for missed appointments or follow‑ups.
• Maintain confidentiality and ensure accurate data entry in EMR systems.
• Work closely with nursing staff, therapists, psychiatrists, and case managers to coordinate client care and communicate relevant updates.
• Interact with outside agencies such as Child Protective Services, Social Services, Probation and Parole, and law enforcement regarding mutual clients as needed.
• Assist with fax distribution, conference room scheduling, and other administrative duties to support Outpatient Operations.
• Provide coverage for other registration areas as needed within North Central Health Care.
• Other duties as assigned.

• Work performed primarily in an office or clinical reception environment.
• Frequent sitting, keyboarding, and use of office equipment such as phones, computers, copiers, and scanners.
• Occasional standing, walking, bending, and lifting 25 pounds.
• Regular exposure to background noise and tight spaces.
• May occasionally handle or be exposed to bodily fluids while maintaining…