Position Details

Centralized Registration Representative

Centralized Registration Representative

Job Code: CRR - 109

Revision Date: May 29, 2026

Starting Salary: $16.86 hourly; $35,077 annually

FLSA: Non-Exempt

Overview

We are an agency committed to innovative behavioral health services in trauma-informed care that promote healing and recovery to instill a sense of empowerment and foster a lifelong sense of resilience.

General Description

The purpose of this position is to ensure patient pre-registration is conducted for the purposes of determining pre visit collections, authorization, and/or financial arrangement requirements (determining ability to pay/MAP/PHP-CCP).

This class works under general supervision, independently developing work methods and sequences. This position reports directly to the CRD & Preauthorization Supervisor.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this position. Management may assign additional functions related to the type of work of the position as necessary.

  • Registers all patients under special funding in accordance with contract requirements.
  • Verifies all patient profiles organizationally to determine the accuracy and validity of financial assessments and/or related documentation while considering the following parameters with the Centralized Registration Department (CRD), to include, but not limited to state, grants, and private pay programs.
  • Accurately reviews all necessary financial assessment information including appropriate documentation to support financial review, required signatures (patient and staff), and insurance and billing information if applicable (related to determine ability to pay).
  • Works with Clinics/Programs to verify registration for new/existing patients who have upcoming appointments.
  • Works to ensure Clinics/Programs are notified of any expired or upcoming expirations regarding financial assessments.
  • Assist with correspondence regarding immediate concerns, Financial Determinations, Financial Eligibility, and Financial Investigation.
  • Maintains confidentiality of patient information.
  • Develop and maintain communication with assigned clinic supervisors/managers in matters regarding patient account or financial/charity care assessment.
  • Collaborates and assists Reimbursement Cycle in reviewing denied claims that may be transferred to other funding sources other than Commercial insurance in accordance with guidelines.
  • Review account balances and payments, and/or denials, working with payor remits, facility contracts, spreadsheets and the company's collection/self-pay policies to ensure maximum reimbursement.
  • Assist in researching payments, denials and/or accounts to determine short/over payments, contract discrepancies, incorrect financial classes, internal/external errors. Makes corrections as necessary.
  • Completes appropriate adjustments based on state and federal contracts.
  • Reallocate misapplied payments/denials/adjustments to patient accounts.
  • Applies payments made by client to account upon receipt.
  • Generate patient statements for clients with outstanding balances.
  • Collaborates with revenue cycle between the patient, providers, external departments, or other responsible person(s) to ensure that charges are applied appropriately, transactions are recorded and appropriately maintained, and account balances and discrepancies are resolved within the prescribed period.
  • Protects the financial integrity of the facility by establishing payment arrangements, discussing payment options and screening for eligibility.
  • Initiate the financial screening process as appropriate to evaluate eligibility for financial assistance. Completes complex financial counseling including the review and submission of financial assessments:
  • Contact clients to gather all relevant information required to process financial assistance requests; Document all communication and follow up in the EHR.
  • Determine the patient's financial ability to pay and explain insurance coverage and benefits to the patient. Counsel patients on out-of-pocket liabilities, such as deductibles, co-payments, and outstanding balances following established collection procedures; or alternatively, initiate a payment plan with the patient and clinic management and document the agreement appropriately.
  • Explain the agency's payment policy to patients if a program is not available. Calculate and explain any patient liability before or at the time of service based on monthly ability to pay/sliding fee scale.
  • Coordinates with clinic, patient, state/Medicaid portals, or other appropriate party to identify funding source and additional information needed to secure accurate third-party billing and/or patient financial responsibility.
  • Enter the patient coverage information into patient accounting system ensuring the selection is the appropriate payer and associated financial class in accordance with contract requirements.
  • Responsible for learning, understanding, and following payer guidelines for charity care programs and state/federal programs.
  • Assist in developing corrective action plans to improve Financial Assessment workflows.
  • Plans, organizes, and prioritizes work to discuss with patients the importance of patients' financial responsibility.
  • Collaborate internally with Program Supervisors/Managers to conduct internal financial assessment training and technical assistance needs.
  • Public Health Provider-Charity Care Program (PHP-CCP):
    • Responsible for learning, understanding and following the agency's charity care and collections policies.
    • Ensure clients meet eligibility criteria for charity care or discounts based on a percentage of the federal poverty guidelines (which are set by the Department of Health and Human Services to determine financial eligibility for certain federal programs), or the eligibility guidelines used for Housing and Urban Development programs. Charity care and discounts will always be payor of last resort.
    • Utilize data driven tools to ensure the alignment of PHP-CCP requirements.
    • Track and monitor eligible patient's ability to pay and ensure PHP-CCP is identified when unexpected changes occur.
    • Collaborate with clinics/programs on collection efforts for clients and appropriately identify any patient eligible for charity care funding.
  • Ensure financial communication and counseling are clear, concise, correct and considerate of the needs of patients.
  • Performs other duties as assigned.

Minimum Education and Experience Requirements

Requires High School graduation or GED equivalent supplemented by two (2) years of experience in office support, call center, clerical, customer service or related field; or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.

Required Knowledge and Abilities

Knowledge of trauma-informed theories, principles, and practices (includes multi-faceted understanding of concepts such as community trauma, intergenerational and historical trauma, parallel processes, and universal precautions), preferred.

Physical Demands

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

  • Involves routine and frequent exposure to:
    • Bright/dim light; Dusts and pollen.
    • Extreme heat and/or cold; Wet or humid conditions.
    • Extreme noise levels, Animals/wildlife.
    • Vibration; Fumes and/or noxious odors.
    • Traffic; Moving machinery.
    • Electrical shock; Heights.
    • Radiation; Disease/pathogens.
    • Toxic/caustic chemicals; Explosives; Violence.
    • Other extreme hazards not listed above.

Special Certifications and Licenses

  • Must possess and maintain a valid state Driver's License with an acceptable driving record.
  • Must be able to pass a TB, criminal background and drug screen.

Americans with Disabilities Act Compliance (ADA)

Emergence Health Network is an Equal Opportunity Employer. ADA requires Emergence Health Network to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Other Job Characteristics

  • Staffing requirements, including criteria that staff have diverse disciplinary backgrounds, have necessary State required license and accreditation, and are culturally and linguistically trained to serve the needs of the clinic's patient population.
  • Credentialed, certified, and licensed professionals with adequate training in person-centered, family centered, trauma informed, culturally competent and recovery-oriented care.
  • Responsible for adhering to the EHN common purpose and service framework to continuously provide exceptional care to all constituents.

Note: This Class Description does not constitute an employment agreement between the Emergence Health Network and an employee and is subject to change by the Emergence Health Network as its needs change