Clerical Assistant, Patient Registration

About the Role

Trinity Health's Detroit Health Ministry (DHM) was established in March 2001 to serve the primary care needs of uninsured and underinsured families in Michigan by providing primary care, limited diagnostic testing and imaging, transportation, and pharmaceuticals. The DHM strives to eliminate barriers to access to care and arranges for specialty care through relationships with specialists and partnerships with other organizations.

Position Purpose

Performs a variety of routine duties including utilizing electronic health record (EHR) system, completing standard forms, editing patient charts, recording prescribed information, maintaining filing systems, answering telephones, and opening mail. Greets and directs visitors.

Key Responsibilities

• Utilizes EPIC (electronic medical records system) to coordinate patient visits.
• Completes, prepares, and assembles a variety of standard forms, charts, and records.
• Contacts other departments and information sources to obtain necessary information.
• Flags and locates missing information.
• Performs light typing and/or word processing of forms, charts, correspondence, reports, and other documents.
• Sorts, classifies, and files materials to ensure current and easily accessible information.
• Updates records and files using multiple filing systems (manual or computerized), requiring data entry.
• Arranges for movement of records to long-term storage and purges files as appropriate.
• Receives and responds to requests for release of information.
• Locates, orders, and retrieves requested data from files.
• Copies and routes pertinent records and information to requestors with proper authorization.
• Maintains logs of work activities.
• Responds to routine inquiries from departmental personnel regarding file status and location.
• Acts as a contact person for information requested by other departments.
• Answers telephone and routes calls appropriately.
• Receives and relays messages according to established procedures.
• Opens, sorts, and routes incoming mail and processes outgoing mail and packages.
• Receives and greets visitors, patients, and/or employees, ensuring amenities are available.
• Notifies appropriate staff and directs visitors and deliveries to appropriate areas.
• Answers routine questions and provides basic information and assistance with departmental procedures.
• Schedules appointments for patients or other visitors, following established guidelines.
• Gathers information from patients/visitors and performs registration/processing tasks, including completing forms and records and entering information into computerized systems.
• Orders and maintains office and/or medical supplies.
• Keeps work and visitor areas clean and well-organized.
• Assists with maintaining departmental computer database files and data used for quality assurance and statistical reporting purposes, which may include obtaining, clarifying, and entering information, assisting in data retrieval, and generating standard reports.
• Performs general clerical duties such as copying, collating, running errands, assembling, and distributing packets, mailings, and memos.
• Assists in scheduling meetings and maintaining calendars.
• Performs duties specific to the functions and needs of the department.

Requirements & Tech Stack

• Electronic Health Record (EHR) system
• EPIC
• Computer database files
• Personal computers
• Copiers
• Fax machines
• Printers

Qualifications

• High school diploma or equivalent combination of education and experience.
• Familiarity with basic clerical support procedures, usually gained through six months or more of clerical office experience.
• Accurate typing and data entry skills.
• Accurate spelling and grammar, and attention to detail.
• Ability to sort in alphabetic and numeric sequence.
• Telephone skills.
• Interpersonal skills to effectively communicate with a wide range of staff, physicians, medical professionals, patients, visitors, and other organizational personnel.
• Organizational skills to prioritize multiple tasks, meet deadlines, and adapt quickly to changes and interruptions.
• Additional formal clerical and computer training desirable.

Work Environment

• Normal office environment, or combined office and patient care environments.
• Occasional lifting of up to 25 pounds, bending, standing, and walking.