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

Job Responsibilities

1. Departmental Registration Duties

• Functions efficiently across all areas: MRI, Bone Density, Ultrasound, and Film Library.
• Completes registrations professionally, accurately, and with a customer-focused approach.
• Ensures correct patient identification:
  • Writes accurate information on patient name band and applies it.
  • Accurately identifies patients using name, birth date, and Social Security number.
  • Conducts demographic verification and personal interviews.
  • Obtains and witnesses hospital consent signatures.
  • Asks all patients about Massachusetts Health Care Proxy status and enters data accordingly.
  • Registers/pre-registers patients via Outpatient Scheduling System or questionnaire.
  • Prints hospital outpatient registration forms.
  • Understands the operational impact of collected data.
  • Retains and explains complex information, including Radiology Reports and Health Care Proxy.

2. Insurance Information Collection

• Verifies insurance using Point of Service devices.
• Selects appropriate insurance plan codes and priorities.
• Inputs policy/group numbers, organization details, and contact information.
• Enters authorization data for reimbursement.
• Updates insurance screen with billing details.
• Records financial/reimbursement info in account notes.
• Understands coordination of benefits and consolidated billing.
• Maintains awareness of fraud and abuse in insurance collection.
• Updates patient status promptly for accurate coding and billing.

3. Patient Reception and Assistance

• Greets and escorts patients/visitors professionally and compassionately.
• Assists with wheelchairs and provides directions/maps.
• Ensures patients are acknowledged upon departure.

4. Distribution of Required Handouts

• Offers Health Care Proxy information to all patients.
• Provides Medicare patients with “Important Message to Medicare Patients.”
• Offers Free Care information to eligible patients.
• Ensures HIPAA acknowledgment forms are signed and copies offered.

5. Exam Booking and Patient Callbacks

• Understands exam booking protocols.
• Uses Epic scheduling system effectively.
• Manages booking activities and performs ADT functions.
• Contacts patients for return visits and provides instructions.
• Communicates courteously with staff and physicians.
• Instructs patients on exam preparation and prior study requirements.

6. Printer and Form Maintenance

• Maintains forms in fax/copy printers, including lifting/carrying cases.
• Operates printers and embossing systems.
• Replaces cartridges as needed.

7. Medical History Retrieval and Maintenance

• Retrieves patient medical history prior to appointments.
• Accesses and files old x-ray exams.
• Assesses timing needs between exams before booking.

8. Film Library Processes

• Retrieves and files patient imaging records as instructed or assigned.
• Maintains accurate tracking of film and digital imaging requests.
• Assists clinical staff in locating prior imaging studies for comparison or review.
• Ensures confidentiality and proper handling of patient imaging records.
• Coordinates with Radiology and other departments for timely access to imaging materials.
• Prepares imaging records for transfer, duplication, or release in accordance with hospital policy.

9. Technology Utilization

• Verifies exam information using Epic, Visage, and other systems.
• Updates exam descriptions to reflect actual procedures.
• Corrects missed/inaccurate entries across systems.

10. Safety Awareness

• Completes annual safety education successfully.
• Understands roles during hospital codes (e.g., Code Green, Code Red).
• Practices proper body mechanics and equipment safety.
• Maintains a clean and organized work environment.
• Knows location of Material Safety Data Sheets (MSDS).

Qualifications

Education

• Required: High school diploma
• Preferred: Two (2) years of college

Experience

• Minimum two years of registration experience
• Preferred experience in:
  • Medical terminology
  • Computer systems
  • Insurance processes
  • Customer service
  • Telephone and interpersonal communication