Patient Registration Policy

Policy#1: New Patient Registration

 

Policy: Demographic and insurance information will be collected from all new patients. This information will be verified prior to or at the time of the scheduled appointment.

 

Procedures:

 

• Any patient being seen must be registered in our practice management system. This will ensure that pertinent patient demographic and insurance data is captured in the system for the purposes of billing, contracting and data analysis.
  

 

• A new patient may pre-register at the Practice by telephoning the office or by presenting at the office for purposes of scheduling an appointment. At this time, at least the following minimal demographic and insurance information will be collected by the Practice staff:
  

 

• Patient Name (*)
  
• Patient Address (*)
  
• Home, Work, and Cellular Telephone Number(s) (Home*)
  
• Date of Birth (*)
  
• Social Security Number
  
• Primary Insurance Name (*)
  
• Policy and Group Number(s)
  
• Guarantor Name
  
• Guarantor Address
  

    

* If time does not permit to collect all of this data, a phone registration may be completed with this minimal information.

 

• The scheduler/receptionist should assure that all available information has been collected before the patient/guarantor ends the telephone conversation or leaves the office.
  

 

• All new patients will be given, sent, or directed to the Practice Web Site to download a New Patient Information Packet which will include:
  

 

• Practice Brochure
  
• The Practice No-Show Policy
  
• The Practice Financial Policy
  
• New Patient Registration Form
  

    

5. Three days prior to the appointment, all patient registration information will be reviewed. If there is information missing, the patient will be contacted regarding the missing information. The insurance will be verified with the payer, and based on a review of the nature of the appointment, benefits eligibility will be conducted. If coverage and/or benefits eligibility cannot be verified, the patient will be contacted by telephone 48 hours prior to the appointment [combine this call with the appointment reminder call]. The patient will be informed that coverage could not be verified, and that the visit will be considered self-pay unless the patient chooses to present additional information regarding their coverage.

 

A new patient will be fully registered 24 hours prior to the visit.