Objective :

Manage and maintain accurate patient intake and demographic information to support timely billing, reduce claim rejections, and ensure regulatory compliance.

Key Responsibilities :

Patient Intake Process :

  • Gather complete patient details during registration, including: Full legal name
  • Date of birth
  • Address and contact info (phone, email)
  • Emergency contact
  • Social Security Number (if required)
  • Primary/referring physician (if applicable)
  • Verify identity with photo ID and insurance card at each visit.

Demographic Data Management :

  • Enter and update data in EHR/PMS with consistency and accuracy.
  • Confirm and record:
  • Ethnicity, and preferred language (as required by CMS/UDS)
  • Gender identity and pronouns (if applicable)
  • Communication preferences
  • Review and update demographic information regularly to prevent errors.

Insurance Details Collection :

  • Collect and verify insurance data:
  • Insurance provider name and plan type
  • Member/Subscriber ID, group number
  • Relationship to subscriber
  • Primary vs. secondary insurance
  • Capture front and back of insurance card.
  • Confirm coverage through real-time eligibility tools or payer portals.

Consent and Compliance Forms:

  • Ensure all patients complete and sign:
  • HIPAA Privacy Notice
  • Consent to Treat
  • Assignment of Benefits (AOB)
  • Financial Responsibility Agreement
  • Scan and store forms in the patient record; update annually or as required.

Billing and Claims Support:

  • Ensure accuracy of demographic and insurance data to prevent:
  • Claim denials due to mismatched patient details
  • Delays in reimbursement
  • Incorrect patient billing
  • Flag incomplete or conflicting data for follow-up before claims submission.

Our Best Practices:

  • Use a registration checklist to ensure consistency.
  • Train front desk and intake teams on insurance types and terminology.
  • Review registration data weekly/monthly to identify and correct trends.
  • Implement automated alerts in the EHR for missing/critical fields.

Why It’s Important:

Inaccurate registration is one of the top causes of claim rejections. High-quality patient demographic data not only ensures smooth billing and reimbursements but also supports effective clinical decision-making and patient communication.