Outpatient Clinic Support, Registrar & Scheduler

at Aspen Valley Hospital
Location Aspen, CO
Date Posted August 10, 2018
Category Health Care
Job Type Full-time


Splits time between the offices of: OrthoAspen, ENT, Ophthalmology. Provide support services for registrar(s), physicians and clinical staff and assists with the daily operations of the units/clinics. Register outpatient clinic visits. Obtain insurance card and input information into Electronic Medical Records. Coordinate issues as appropriate with Clinic Directors and Clinical Resource Coordinator. This function maintains confidentiality with patients, staff and guests. As a Registrar working in a clinic location, they are responsible for complete and accurate registrations, including the proper completion of required consent for treatment and payer compliance forms and the copying/scanning of patient insurance cards. The Registrar practices exceptional customer service and professionalism, performs data entry as assigned. Additionally, the Registrar will collect payments at time of service as instructed, and ensures accurate posting. Responsible for reconciliation of petty cash and balancing at the end of the day. Ensure the clinic is closed, locked and alarm set at the end of the day. Responsible for scanning patient records to Medical records department on a daily basis. Ensure that all parties have appropriate forms and makes copies as appropriate to ensure clinic flow. Schedule first-time and follow-up visits with patients. Oversight is provided by the Clinic Directors and Clinical Resource Coordinator.

OP Clinic Support/Registrar/Scheduler

I. Clinic Operations Support Duties
Answer telephone calls promptly and respond to requests and messages in a timely manner. Take accurate messages, relay/forward messages to appropriate personnel, and refer callers to appropriate personnel as needed. Perform appointment reminder calls to patients.

Schedule patient visits according to established provider schedule templates.

Assist clinical staff with medical records retrieval for incoming patient referrals.

Monitor electronic fax box for incoming faxes and manage as appropriate.

Assist clinical staff with delegated administrative tasks and daily operations of the clinic.

II. Registrar/Scheduler Duties
Obtain insurance and demographic information, complete ABN forms as appropriate and obtain patient signatures.

Perform accurate registration using thorough interview technique to ensure that information is 100% complete and accurate. Ensure that all compliance requirements have been met, and the registration is properly created and/or updated for anticipated billing. Obtain consent form signatures.

Exercise the most desirable customer service demeanor and professionalism in all communication, duties and attire while interacting with patients, physicians, staff and visitors.

Is thoroughly versed in Hospital and applicable HIPAA regulations and is especially sensitive to, and mindful of, patient confidentiality in all scenarios. Conform to all regulations without exception.

Perform cash collections at time of service, consistent with financial counseling procedures, the hospital’s Credit and Collection Policy and Guidelines and other financial directives. Utilize software for payment and receipt on all applicable encounters. Handle money competently and securely, properly balance received payments and returned change, and balance and reconciles cash drawer daily. Post payments accurately to correct patient account number.

Serve as a receptionist for the OrthoAspen and ENT/Ophthalmology Clinics waiting room. Communicate and information and coordinate tasks in a knowledgeable and courteous manner with staff, patients, and families. Assist with keeping family members updated regarding patient’s procedure/visit.

Monitor the clinic waiting room activities and alert the clinical staff, clinic Directors, or Clinical Resource Coordinator when triage is needed or when the waiting room is full.

Utilize paging system as needed/directed.

Assist with patient discharge from the clinic; coordinate follow up appointments, preauthorization’s, surgery scheduling and scheduling of procedures. Inform patients about future plan for services and assist with any questions.

Ensure the clinic is and locked at the end of the day with confidential records secured.

Ensure all medical records are placed in the Medical Records basket at the end of the day.

III. Patient Safety & Confidentiality
Adhere to all accepted patient safety standards

Follow all security, confidentiality, privacy policies as well as all industry specific rules and regulations.

IV. Unit Specific Duties and Responsibilities/Day to Day Operations
Accurately prepare and maintain patient charts including scanning of medical records and results of tests/procedures performed by non AVH sites into electronic medical record, as needed.

Prioritize work load.

Participate and contribute in department meetings

Other duties as assigned/requested.


Patient Centered: is passionate about patient care, creating positive impressions on a consistent basis and exceeding our patients’ expectations. Exhibits courtesy and sensitivity to the needs of patients and their families, responds with a sense of urgency to patient problems, anticipates patient requirements, responds proactively and places the patient’s safety above all else.

Teamwork: works collaboratively with physicians and other staff and assists whenever possible. He/she openly shares information, provides feedback and participates in appropriate decision making as part of a team of healthcare professionals. Hospital and departmental objectives are placed ahead of individual agendas

Respect for Others: actively listens to others, takes other opinions into account, and communicates openly and honestly. He/she demonstrates respect for others by being timely with communications, completion of tasks, and meeting attendance. The employee is respectful of all physicians, colleagues, patients, visitors, and other stakeholders

Accountability: The employee takes responsibility for his/her actions, abides by the hospital's guiding philosophies and policies, and follows through on commitments and physician orders. He/she provides complete and accurate information to the Physician and/or other members of the work team. The employee takes personal pride and ownership in the quality of care and services provided to all internal and external customers

Integrity: The employee is truthful, trustworthy, and principled. He/she demonstrates character, conviction, and honest and ethical behavior in all interactions with others. The employee's word can be trusted. Behavior is consistent with these AVH Core Values

Normal patient care environment with little exposure to excessive noise, dust and temperature

May be exposed to communicable diseases through normal or careless performance of responsibilities

May be exposed to mechanical dangers associated with mechanical devices

May be exposed to stressful situations

On-the-job time is spent in the following physical activities.
Percent of Time -

Stand: 10%
Walk: 10%
Sit: 80%
Talk or hear: 99%
Use hands to finger, handle or feel: 100%
Push or pull: 10%
Stoop, kneel, crouch or crawl: 10%
Reach with hands and arms: 10%
Taste or smell: 00%

This job requires that weight be lifted or force be exerted.
Yes/ No -

Up to 10 pounds: yes
Up to 25 pounds: yes
Up to 50 pounds: no
Up to 100 pounds: no
More than 100 pounds: no

This job has vision requirements as follows:

- Yes/No -

Clear close vision: yes

Clear distance vision: yes

Depth perception: yes

Three-dimensional vision; ability to judge

distance and spatial relationships: yes

Ability to adjust eye to bring an object into

sharp focus: yes

Specific demands not listed:

Job requires exposure to the following environmental conditions:
Yes/No -

Wet, humid conditions (non-weather): no

Work near moving mechanical parts: yes

Fumes or airborne particles: no

Toxic or caustic chemicals: no

Outdoor weather conditions: no

Extreme cold (non-weather): no

Extreme heat (non-weather): no

Risk of electrical shock: yes

Work with explosives: no

Risk of radiation: no

Vibration: no

Hearing ability required for work environment is:

Yes/No -

Ability to hear alarms on equipment: yes

Ability to hear patient call: yes

Ability to hear instructions clearly: yes

Hi/Med/Lo -

The typical noise level for the work environment is: med

Repetitive Motion Actions - Percent of Time -

Repetitive use of foot control: 100%

Repetitive use of hands: 100%

Grasping - simple/light: 80%

Grasping - firm/heavy: 15%

Fine dexterity: 99%


Ability to concentrate and show attention to detail 
Relatively high degree of analytical abilities 
Strong interpersonal skills required 
Ability to work independently 
Computer skill experience preferred 
Medical terminology preferred 

Ability to read and communicate effectively in English 
Spanish preferred 

Educational Requirements

High school diploma preferred 
Knowledge of medical terminology preferred 
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