Nationwide Children's Hospital

  • Ambulatory Patient Access Rep- Newark Close to Home

    Posted Date 4 months ago(6/22/2018 9:49 AM)
    Requisition ID
  • Overview

    Contingent Position 
    Position is located at:
    Newark Close to Home
    75 S Terrace Ave
    Newark, Ohio 43055
    United States


    Responsible for greeting and registering patients, answering telephone calls, scheduling appointments and pulling and filing medical charts when indicated. Demonstrates competence defined (*) in Ambulatory Registration Specialist responsibilities in providing age-appropriate care and service to patients from the age of birth to 21 years, and selected adults


    1. Patient Information/Medical Record/Chart Preparation/Electronic Medical Record
    a. Assure patient's names or labels are attached to all pertinent forms.
    b. Gather new patient information on appropriate form.
    c. Place patient visit information in designated area.
    d. Make new medical record charts when indicated.
    e. Pull and re-file Medical Records as indicated.
    f. Determine patient status (new or established) Assign and/or locate medical record number. Assure non-duplication of medical record number.
    g. Prepare medical record for clinic visit. Ensure that all pertinent forms, diagnostic results and relevant clinic specific documents are on chart prior to clinic visit.

    2. Greet patients/families

    3. Register Patient: collect/assess/enter current demographic, social security number guarantor and emergency contacts information
    a. Collect/assure/enter accurate family address, phone, employment, social security number guarantor and emergency contacts information.
    b. Collect/assure/enter family size and income to associated discounted paygroup.
    c. Screens customer data to ensure patient is eligible for insurance indicated.
    d. Collect/assure/enter financial class of patient based upon insurance/medical provider address for billing.
    e. Obtain accurate insurance (scan insurance card) and physician information.
    f. Collect/assure/enter insurance/medical provider address for billing.
    g. Collect/assure/enter Primary care, Attending and referring physicians? full address and phone numbers.
    h. Assign account number to be used for entire visit/billing.
    i. Xerox proof of income and put on patient?s medical record chart.
    j. Oversee registration and waiting room area. Assure clean/safe/organized.
    k. Maintain adherence to HIPAA guidelines regarding patient confidentiality.

    4. Downtime Registration
    a. Register according to downtime policy.
    b. Reenter patient's information when system is live.

    5. Scheduling
    a. Understanding of standard/daily templates.
    b. Knowledge of activity types.
    c. Knowledge of provider names and numbers.
    d. Notify scheduling/information area about daily template changes; work with Centralized Scheduling.
    e. Notify Program Manager about standard template request changes.
    f. Follow clinic area standard for urgent and walk-in appointments.
    g. Knowledge of computerized programs to help determine patient?s eligibility.
    h. Use of computerized programs to determine eligibility.
    i. Reschedule patient when clinic is cancelled.
    j. Makes arrangements for interpreters when indicated.
    k. Print daily appointment schedule.
    l. Do attendance processing at end of day.

    6. Pre-registration (when applicable)
    a. Obtain schedule list 3 days before visits.
    b. Telephone patients prior to visit to collect/assure and enter all required information, Register Patient.

    7. Pre-certification/Pre Authorization
    a. Perform pre-certification/pre-authorization process if required for clinic visit.
    b. Ensure that pre-certification/pre-authorization process is completed on or prior to the patient?s clinic visit.
    c. Ensure that ancillary pre-certification/pre-authorization is completed whenrequired.

    8. Financial Counseling/Billing
    a. Help patients and families fill out Healthy Start applications or inform patients and families about the Healthy Start program and direct them to theappropriate resource to help them apply.
    b. Help determine eligibility for other city/state/federal health programs and how to apply for these programs (when there is no financial counselor available).
    c. Obtain required verifications of income and place in the appropriate pay group.
    d. Xerox income verification information and place in patient?s chart.
    e. On-line charging when indicated.
    f. Assist other team members in assuring that all charge sheets for all patients seen are coded.

    9. Telephone lines
    a. Answer internal and external phone calls maintaining patient confidentiality.
    b. Screen telephone calls and transfer when indicated, to the appropriate person.
    c. Take messages, when indicated, for all members of the health care team.
    d. When indicated, take the Voice Mail messages off and screen appropriately.

    10. Copy patient information and fax it when requested.

    11. When medical record specialist is not available, pull patient's medical record charts for information and/or review.

    12. Do initial TB screening for all patients.

    13. Educate patients about WIC when indicated.

    14. Develop and implement system to ensure that all needed office supplies are ordered, received, and stocked in area.

    15. Contact facility coordinator or program manager/RN Clinical Leader when equipment needs repair.

    16. Make appointments/referrals for PCC and Specialty clinics as instructed by physician.

    17. Purge medical record files as appropriate in coordination with Health Information Specialist.

    18. Make appointments for diagnostic tests, notify nurse and family and put dates on charts.

    19. Check on referrals when referrals are necessary at the time of visit.

    20. Work collaboratively with the Reach Out and Read Coordinator to ensure that the books supplied by the Reach Out and Read program in the clinic waiting rooms are organized and the supply is updated when necessary (as applicable).

    21. Team Membership
    a. Actively participate in staff meetings.
    b. Participate in department, hospital committees.
    c. Keep current on message screen, electronic, mail etc.
    d. Follow emergency procedure policy, OSHA, Universal Precautions.
    e. Attend and actively participate in clinic team meetings.
    f. Participate in the clinic team's QI projects.

    22. Maintain confidentiality of patient information.

    23. Perform vital signs (temperature, weight, height and BP) as directed by physician/nurse (when indicated and appropriately trained).

    24. Demonstrates awareness of and support for the principle of Family Centered Care.

    25. Perform miscellaneous clinical duties as trained and required.

    26. Perform other duties as assigned.




    1. High school graduate, Associate Degree preferred. Knowledge of filing, PC operation, Lab and Radiology order entry and office skills.

    2. One year previous health care clinical experience preferred but not required.

    3. Must be able to answer multiple telephone lines, file documents, pull medical charts and operate PC.

    4. Must have Ohio driver's license and be able to drive to and from all the Close to Home Physician Care Centers, as staffing needs change. (for Float Staff only that are required to drive during working hours)


    Must be able to see, hear, stand, walk, speak, read and perform manual tasks with or without accommodation, and care for oneself with little or no difficulty.Sitting Constantly (67-100%)Talking on phone/in person Constantly (67-100%)Typing on keyboard Constantly (67-100%)Standing/walking/reaching/bending Occasionally (0-33%)


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