Behavioral Health Registration Coordinator


Reports To: Behavioral Health Clinic Manager Prepared: ADP June 25, 2019


This position is primarily responsible for facilitating access to NACC’s services and for obtaining financial information from which the clinic can bill for services. This position reports to the Clinic Manager by performing the following duties.


  • Core duties and responsibilities include the following. Other duties may be assigned.

  • Performs all functions in a professional manner to register incoming patients; including scheduled appointments, same day appointments and walk-ins.

  • Makes appointments by phone as well as in-person.

  • Handles general inquiries and transfer other calls to the appropriate staff. Maintains current demographic and billing information in the computer records. Requests co-pays for when appropriate; maintains cash receipts.

  • Prepares charge tickets verifies insurance 2 day prior to visit on all patients and at each same day visit. Participates in Performance Improvement activities as requested.

  • Performs other duties as assigned by Manager.

  • Monitors the waiting room, for all people coming and going. Makes sure that there are no hazards and that the waiting areas are clean and safe

  • Scans and indexes patient registration, insurance and consent documents into document management system.

  • Takes care of appointment reminder calls.

  • Directs incoming deliveries, scheduling appointments, reminder calls, managing waiting list, and filling failed appointments (e.g., walk-ins, crisis appointments).

  • Maintains the medical/dental records in the including accurately filing documents, managing requests and releasing information, accurately routing and uploading faxes and records into the Electronic Medical Record (EMR) and Electronic Dental Record (EDR) systems.

  • Manages the general flow in the office, including maintaining and ordering necessary supplies. Sets up and take down for group therapy and other counseling clinic events.

  • Cross-trains with medical and dental front desk in order to offer relief coverage as needed, including participation in a Saturday rotation.

  • Receive behavioral health referrals through EMR from medical team and outside providers

  • Contact patients and perform brief telephone screening of presenting issues for seeking behavioral health services

  • Maintain patient triage and wait lists in EMR

  • Manage referrals from/to outside providers and scan into EMR


This job has no supervisory responsibilities.


Must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks; where applicable.


To perform the job successfully, an individual must demonstrate the following competencies:


  • Analytical - Collects and researches data.

  • Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

  • Technical Skills - Assesses own strengths and weaknesses; pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others.


  • Customer Service - Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

  • Interpersonal Skills - Focuses on solving conflict, not blaming; maintains confidentiality; listens to others without interrupting; keeps emotions under control; remains open to others' ideas and tries new things.

  • Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; demonstrates group presentation skills; participates in meetings.

  • Written Communication - Writes clearly and informatively; edits work for spelling and grammar; able to read and interpret written information.

  • Teamwork - Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.


  • Diversity - Demonstrates knowledge of EEO policy; shows respect and sensitivity for cultural differences; promotes a harassment-free environment; builds a diverse workforce.

  • Ethics - Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

  • Organizational support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.


  • Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; includes appropriate people in decision-making process.

  • Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.

  • Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.

  • Quality - Demonstrates accuracy and thoroughness; monitors own work to ensure quality.

  • Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.

  • Safety and Security - Observes safety and security procedures; reports potentially unsafe conditions.

  • Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.

  • Attendance/Punctuality - Consistently at work and on time; arrives at meetings and appointments on time.

  • Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan.

  • Initiative - Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


High school diploma or general education degree (GED) and one to three months related experience and/or training; or equivalent combination of education and experience.


Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.


Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.


Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.


To perform this job successfully, an individual should have knowledge of: Internet Software;  Spreadsheet Software (Excel); Word Processing Software (Word); Electronic Mail Software (Outlook) and Medical/Dental Health Information Software.


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl.

Ashlee Jallen