Objectives
1.
To ensure patients
are registered each time prior to receiving services.
2.
To ensure the patient
registration record is complete and personal data is accurate.
3.
To ensure
registration procedures are carried out in a manner consistent with the
NUIHC mission.
4.
To ensure access to
registration files is limited to authorize persons.
Overview
NUIHC utilizes an automated chart
and account system to collect and store basic information on its patient
population. The data stored in each patient record is also utilized by the
clinical, financial, and federal and state reporting systems. It is
critical clinically, fiscally, and from a public health perspective that
each record be complete, accurate, and current.
Procedures
A. Registering
Patients
1.
Patients must
register with the front desk prior to receiving any services from the
medical center.
2.
For new patients, the
following information must be obtained and recorded in the patient’s medical
record and the computerized system.
·
Name
·
Address-verified with
each visit
·
Phone number (home
and work)-verified with each visit
·
Date of birth
·
Sex
·
Social Security
Number, if known
·
Date registered
·
Payment sources
·
Date income verified
·
Income and family
size
·
Eligible sliding fee
scale discount (if applicable)
·
Emergency contact
(name, address, phone, relationship to patient) –verified with each visit.
3.
For existing patients
the above information should be verified and/or updated per schedule.
B. Verifying
insurance coverage or sliding-fee discount eligibility
1.
Third-party coverage
should be verified by asking the patient to present an insurance card
(Medicare, Medicaid, or other).
2.
If the patient has no
coverage for medical care other than self, he/she should be informed of the
availability of the sliding-fee-scale discount and the income verification
policies. If the patient desires the sliding-fee-scale discount, income may
be verified by check stubs, tax forms, a letter from the employer, or
personal attestation.
3.
Using the most
current Federal Poverty Guidelines, the eligibility worker should determine
if the patient is eligible for a discount. The appropriate account type
code should be entered into the system.
4.
Patients should be
advised if the collected income data indicates that he/she may be eligible
for other public support programs, such as Medicaid, Kids Connection, or
Medicare.
C. Collection of co-pays
1.
Any applicable
co-pays should be collected before the time of service. If a patient states
they have no ability to pay, the patient should be seen but should be
counseled to bring in the co-pay within two weeks. In no instance should
anyone be denied services if there is no co-pay.
D.
Patient Checkout and Payment
1.
The front desk is
responsible for ensuring that all patients check out in an appropriate
manner. Any patient seen walking out without checking out should be asked
to return to the check out window to ensure that all follow-up appointments
are made accurately and communicated to the patient and to ensure that
appropriate fees are assigned to each visit.
2.
The front desk will
put the prices on the encounter form for the procedures that are marked on
the encounter form. The front desk will inform all patients of the total
charges for the day and let the patients know how much they owe. The clerk
will request payment at the time of service for the portion that is the
patient’s responsibility.
3.
The clerk is
responsible for giving one copy of the encounter form to the patient and the
other to the Clinic Manager.
