Patient Access

Job Title: Patient Access

Status/FLSA Status: FT/Non-exempt

Reports to: Business Office Director

Location: Mason District Hospital, Havana, IL

Date Reviewed: March 2025

Primary Function:

Patient Access is responsible for registering patients who report to MDH for laboratory tests, other diagnostic procedures, or scheduled services. Patient Access greets patients, guests, and staff upon their arrival at the hospital. Patient Access possesses knowledge of the hospital and healthcare systems, demonstrating the ability to interact with, relate to, and support the activities of a diverse workforce.

Responsibilities:

• Provides a positive and professional environment for patients, staff, visitors, and vendors.
• Ensures that patient insurance details and payment information are accurate and up-to-date.
• Assists with pre-registration processes, collecting necessary health history information and documentation as applicable.
• Ensures all required electronic forms are completed, signed, and filed, including consent forms, insurance verifications, and other necessary paperwork.
• Enters patient information in the MDH EHR software.
• Ensures patient data is handled in accordance with HIPAA and organizational policies to protect patient confidentiality.
• May serve as the main desk switchboard, answering and transferring calls to the appropriate department and staff.
• Greets patients, visitors, and staff and provides directional assistance.
• May distribute educational or informational materials or general information about the hospital’s services and procedures to patients.
• Communicates effectively with other hospital departments, such as laboratory and radiology, to ensure proper coordination of patient appointments and services.
• Ensures that the registration area is clean, organized, and well-stocked with necessary materials to facilitate smooth operations.
• Assist in managing daily office operations and physician orders, facilitating information flow among staff, and ensuring the timely completion of department-related tasks. Fosters a professional and confidential relationship with staff and patients, encouraging open communication, trust, and a high standard of professionalism within the department and the hospital.
• Performs other related duties as assigned to meet the needs of the organization.

Qualifications:

• Providing good customer service and adhering to proper telephone etiquette are essential.
• Experience as a receptionist in a healthcare setting is preferred.
• Experience in healthcare registration is preferred.
• Experience in TruBridge or other healthcare software preferred.
• Experience in Microsoft Office applications and Outlook preferred.
• Must be detail-oriented to accurately input patient information and verify insurance details to minimize errors.
• An ability to manage multiple tasks and responsibilities in a busy healthcare setting, demonstrating flexibility in handling changing demands.
• Must be capable of working with distressed or anxious patients compassionately and calmly, always maintaining professionalism.
• Familiarity with HIPAA regulations and healthcare privacy laws, ensuring compliance in all registration-related activities.

Physical Demands/Work Environment:

The physical demands and work environment described here are representative of those that an employee must meet to perform the essential functions of this job successfully.

The physical demands of this position include the ability to regularly sit, use hands and fingers, speak, and hear. This position requires limited standing, walking, reaching, and stooping/kneeling. Vision requirements for this position include close vision, including the ability to view text from a computer monitor. Must be able to assist patients to waiting room which may consist of pushing, pulling, or supporting patient weight as needed.

The work environment for this position features a typical office setting with moderate temperatures and minimal noise, as well as limited physical risk.