Registrar/Scheduler Mon-Fri 8:30-5:00

Role Summary

Huntsville Memorial Hospital is seeking a Registrar/Scheduler to support patient access and front-end revenue cycle operations under the direction of the Director. This role focuses on accurate and timely scheduling, insurance verification, referral and authorization management, patient registration, point-of-service collections, and transfer/discharge processing for hospital patients. The position is also the first contact for providers and patients by phone and in person.

The Registrar/Scheduler helps maintain clean demographic and financial records, ensures patient documents and physician orders are handed off promptly to the correct clinical departments, and reinforces patient safety by applying armbands to every patient at each point of contact before registration is complete. The work is performed in line with established policies and procedures and is intended to create a smooth experience for patients and providers while supporting revenue cycle success.

Essential Responsibilities

• Carry out registration and scheduling tasks in accordance with established procedures, protecting the accuracy of the patient’s clinical record and capturing patient, insurance subscriber, guarantor, and physician information correctly.
• Track performance expectations for customer service, registration accuracy, productivity, and upfront collections; review daily registration reports for quality checks and correct errors before the end of the business day.
• Review the appointment schedule up to three days ahead to confirm insurance documentation, eligibility, referrals, and authorizations, and notify patients of amounts due at the time of service.
• If pre-certification or authorization requirements are not satisfied, contact the patient and reschedule within 24 hours of the appointment.
• Support a safety-first culture by identifying, documenting, reporting, and helping prevent medical errors in a non-punitive environment; ensure every patient is properly banded before registration is finished.
• Use the correct check-in workflow to electronically record arrival and departure/hand-off times, including compliance with EMTALA requirements in the Emergency Room and for ER OB patient registration.
• Assist patients with enrolling in and using the Patient Portal to support Meaningful Use compliance.
• Document thoroughly and accurately, and flag accounts when needed for collections issues, incorrect demographics, or other critical account notices.
• Use payer websites or eligibility tools to verify coverage and benefits, assign plans based on validated results, and complete pre-certification/authorization at the point of service in line with payer rules.
• Communicate with payers regarding all recorded or ordered procedures as part of authorization and verification workflows.
• Review Coordination of Benefits with patients, determine the correct primary payer order, document the outcome in account notes, and complete the Medicare Secondary Payer Questionnaire when traditional Medicare is the primary insurance.
• Explain registration forms clearly, obtain signatures from the patient or authorized representative, and ensure compliance with state and federal requirements.
• Complete Medical Necessity screening for Medicare outpatient diagnostic services and communicate ABN outcomes to patients when services do not meet screening criteria.
• Calculate the patient’s responsibility and collect payments at check-in for self-pay balances, co-pays, and past-due amounts; collect other outstanding balances at discharge.
• Maintain the cash drawer according to established procedures and participate in daily cash reconciliation and deposits as assigned.
• Follow the hospital’s Legal Compliance Code of Conduct, maintain a safe workplace, and report safety concerns promptly.
• Protect patient confidentiality and handle PHI appropriately at all times.
• Take on other related duties as assigned.

Requirements

• High school diploma or GED is required.
• Previous experience in a hospital or physician practice is preferred.
• Strong computer proficiency is needed.
• Effective verbal and written communication skills are required.
• Good customer service skills are important for this role.
• Must be able to handle frequent sitting and reaching, with occasional standing, walking, lifting, carrying, and pushing.
• Visual and hearing acuity are required.
• Work is performed indoors in a well-ventilated, comfortable-temperature environment.
• There may be exposure to toxic or caustic chemicals/detergents, communicable diseases, and blood-borne pathogens.

Benefits

• Medical, dental, and vision coverage
• 401(k) and IRA retirement options
• Basic, voluntary, and AD&D life insurance
• Paid time off
• Short-term and long-term disability coverage
• Training and development opportunities
• Wellness resources

Additional Information

This position follows a Monday through Friday schedule from 8:30 AM to 5:00 PM. The role is onsite in Huntsville, Texas. Every effort has been made to make the job description complete, but related duties similar to those listed may also be assigned if they are appropriate to the position.