Diagnostic Imaging Registrar

Job Description Summary

Is responsible to follow all admitting policies and procedures. Performs a variety of Admitting/Administrative tasks to arrange the registration of patients of all ages to the Hospital. Performs a variety of other clerical/supportive tasks assigned. Acts as a resource in providing all customers with the highest level of service.

Job Description

1. Functions with ease in all areas of the department, including MRI, Stetson and Cohasset Departments. Completes all registrations in a professional, accurate and customer-oriented manner.
a. Writes correct information on Patient Name Band, puts on wrist.

b. Accurately selects correct medical record number in the computer system from the PIDX identifying patients by name, birth date and Social Security number.

c. Verifies with patient all demographic information and conducts personal interview in a professional and timely manner.

d. Obtains signature for hospital consent. Witnesses signatures by signing name, date and time on form.

e. All patients must be asked status of Massachusetts Health Care Proxy. This information is entered into the computer system and printed on patient’s face sheet for every service.

f. Registers and pre-registers into the computer system from the Outpatient Scheduling System, or patient questionnaire.

g. Prints hospital outpatient registration forms.

h. Understands the impact on hospital operation of data collected.

i. Retains and understands complex information.

j. Is able to explain to patient about Mass Health Care Proxy.

(k) Is able to understand Radiology Reports for purposes of scheduling and entering proper radiology exam.

2. Obtains information from patient health insurance or managed care identification card.
a. Verifies insurances through Point of Services devises.

b. Selects insurance plan code and enters proper priority.

c. Enters policy number, group number from insurance card and organization and all necessary telephone numbers.

d. Authorization obtained from insurance carriers is entered on the treatment authorization field for reimbursement.

e. Insurance name, address and telephone number are entered on the insurance screen for billing and reimbursement.

f. Enters all financial and reimbursement information in account notes.

g. Understands coordination of benefits for insurance.

h. Understands consolidated billing requirements.

i. Is aware of fraud & abuse as it pertains to collecting insurance information.

j. Updates patient status in a timely manner to insure proper coding and billing.

3. Greets and receives patients, escorts patients to specific areas, assists patients into wheelchair and pushes wheelchair patients to designated hospital departments. Assists patients with maps and directions.
a. Greets, receives and escorts patients/visitors in friendly, caring and professional manner at all times.

b. Provides wheelchair and assists patients/visitors when necessary. Pushes patient/visitor in wheelchair to designated areas.

c. Ensures specified directions are given at all times.

d. Acknowledges patient’s departure in a professional manner.


4. Responsible for distributing to patients or their representative any required handouts.
a. Offers all patients Health Care Proxy information.

b. Assures Medicare patient, or his representative, is given “Important Message to Medicare Patients.”

d. All eligible patients offered information on Free Care.

e. Assures all patients have signed HIPAA acknowledgement Form and offers copy of policy to patient or patient’s representative.


5. Coordinates booking and call backs to patients.
a. Is familiar with and understands protocols for booking exams.

b. Uses the Epic scheduling system for appointment booking.

c. Controls booking activities.

d. Performs ADT functions.

e. Calls patients at home for return visits; instructs patient to call physician for exam order when necessary.

f. Communicates with office staff, nursing staff and physicians in considerate, helpful and courteous manner.

g. Instructs patient on preparation when applicable.

h. Instructs patient to bring prior mammogram studies if study done at outside facility.

6. Maintains forms in all fax/copy printers at all times, which may require lifting or carrying cases of forms. Must have knowledge of all software and hardware computerized equipment.
a. Assures forms are in printers correctly at all times.

b. Must be knowledgeable to start printers and embossing systems.

c. Replaces cartridges when needed.


8. Assists, retrieves, and maintains a patient’s medical history relating to Breast Care Services, MRI, US and/or previous x-ray exams.
a. Prior to patient coming in, retrieves patients prior medical history

b. Retrieves old x-ray exams and files completed cases

c. Prior to booking, assess the need and desired waiting time between exams


9. Maintains supplies, laundry, and forms.
a. Notifies supervisors of supply needs

b. Orders from the hospital the daily laundry needs

c. Maintains the daily laundry in a neat orderly manner

d. Insures all of the forms are available


10. Technology – Embraces technological solutions to work processes and practices.
a. Verifies information and exams performed, using computer systems Epic and Visage and other logging methods

b. Updates and changes exam description to reflect actual exam performed.

c. Makes all necessary changes to an exam in the event of a missed or inaccurate entry, makes all necessary changes to the exam information in all computer systems to effect proper flow of correlated.

11. Safety Awareness – Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment.
a. Successfully answers safety questions in annual mandatory education program

b. Understands individual roles/responsibilities during hospital codes (e.g., Code Green, Code Red)

c. Utilizes proper body mechanics when performing all aspects of job

d. Operates equipment safely

e. Maintains a neat, organized work environment

f. Knows where to find material safety data sheets (MSDS) for items used to perform job


Minimum Education - Preferred
High school diploma. Two (2) years of college preferred.

Minimum Work Experience
Minimum of two years registration experience.

Medical terminology. Computer experience preferred. Strong telephone and interpersonal communication skills. Demonstrated skills in customer service. Insurance experience preferred.