Main Responsibilities and Required Skills for Registrar
A Registrar is a professional who is responsible for managing and maintaining records for different types of tasks, such as patients registrations, business registrations, property records, or voter registrations. The specific duties and responsibilities of a registrar may vary depending on the jurisdiction and the nature of the records being managed. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Registrars.
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Main Responsibilities of Registrar
The following list describes the typical responsibilities of a Registrar:
Answer
Answer and / or refer questions received from patients, visitors, and staff.
Archive
Archive paper based academic files and send to an off-site storage facility.
Arrange
Arrange details for faculty, platform participants at graduation.
Arrange for academic prizes and awards to be prepared.
Arrange for degrees, diplomas to be prepared.
Assist
Assist in determining appropriate course of action, referral, or response.
Assist in overseeing the running of the Student Clinic and Staff Payroll management.
Assist in refilling all charts and lab results on a daily basis.
Assist patients with undressing needs if required.
Assist students to submit transfer credit requests.
Assist with the organization of recitals such as staffing, volunteer coordination, and catering.
Assist with training and support for new or temporary staff.
Assure
Assure adequate control and accounting of all funds including maintaining sound financial practices.
Attend
Attend local and web registrar-related professional development events.
Attend
Attend all required workshops.
Attend
Attend SPED team meetings as needed.
Attend training and administrative meetings.
Authenticate
Authenticate documentation submitted by students.
Authorize
Authorize and approves exceptions to policies and special case requests from students.
Calculate
Calculate and collect patient liable amount.
Close
Close out old patient files according to policies and procedures.
Collaborate
Collaborate with other departments, physicians and administration for optimizing bed usage.
Collect
Collect and compile data from various sources to report enrollment data to leadership.
Collect information for reports.
Collect and receipt registration, retail purchase, and various course fees from students.
Collect, verify and input data.
Communicate
Communicate deadlines to staff and parent community in a timely manner.
Communicate payment options when significant patient liabilities are identified.
Compile
Compile and format information.
Compile and send exam grade results to students.
Complete
Complete necessary authorizations, referrals & prescriptions when needed.
Comply with
Comply with state and federal mandates that require reporting all diagnosed and / or treated.
Conduct
Conduct patient account assessment and verifies the accuracy of all information.
Conduct research pertaining to best practices, policies, regulations, operations, and systems.
Contact
Contact patients, providers and state registries per the database to gather follow-up.
Contact the nursing staff for emergency medical needs and answer patient and visitor questions.
Coordinate
Coordinate and manage building maintenance.
Coordinate and record the evaluation of non-articulated coursework by faculty.
Coordinate bed placement according to hospital guidelines and / or given staffing guidelines.
Coordinate with insurance for verification.
Coordinate with Public Relations appropriate announcements of courses.
Coordinate written materials such as registration forms, handbooks, and memos.
Create
Create customized reports for various departments as requested.
Define
Define service standards and maintaining seamless service delivery across all service modalities.
Delegate
Delegate and consistently guide the team towards the outlined goals.
Determine
Determine correct account type for registration according to service.
Determine if reason for visit is work related (workmen compensation claim).
Develop
Develop and implement an annual plan of personal and professional development.
Develop and maintain a computerized database of relevant information on cancer patients.
Document
Document and audit progress / completion of scheduled ARD meetings.
Encourage
Encourage and support employee participation in personal and professional development.
Ensure
Ensure charts are completed and accurate.
Ensure compliance with government legislation.
Ensure compliance with insurance regulations.
Ensure consistent and equitable application of academic policies, procedures, and deadlines.
Ensure post examination review is produced and sent to student.
Ensure proper disposal of student records.
Ensure staff are well trained and knowledgeable in all relevant systems, policies and procedures.
Ensure that all necessary signatures are obtained for treatments.
Ensure that College policy and procedure are consistently applied and followed.
Ensure that school personnel comply with the Family Educational Rights and Privacy Act (FERPA).
Ensure that the data populating the trauma registry is accurate, valid and reliable as possible.
Ensure the integrity of all data maintained in the registry.
Establish
Establish and maintains secure access to student records.
Establish priorities, meets deadlines, and follows written and verbal instructions.
Follow
Follow appropriate policies and procedures in production at each area.
Follow Educator Code of Conduct & all policies, procedures, laws and state / federal regulations.
Fulfill
Fulfill records requests for withdrawn students within prescribed time frames.
Generate
Generate standard and custom reports in a timely fashion.
Greet
Greet and admit patients in healthcare facility.
Greet patients and assist with insurance issues.
Greet and register patients.
Handle
Handle appropriate projects independently, set and meet deadlines and maintain ongoing projects.
Handle CEC requests for post examination reviews and exam remarking requests.
Identify
Identify patients utilizing two forms of identification.
Inform
Inform patient and / or family of the patient obligation policy.
Initiate
Initiate and execute changes and improvement to policy and network processes.
Input
Input data on newly diagnosed patients and updates information of existing registry patients.
Lead
Lead and manages annual graduation process.
Lead by example and is a good role model for others to follow.
Log
Log phone calls and documents in Excel.
Look
Look for ways to achieve departmental / institutional results by partnering.
Maintain
Maintain accounting records for campus budgets as assigned.
Maintain accounts payable.
Maintain accurate filing of documents into secured electronic files.
Maintain all accounting records.
Maintain all related files including patient index file, accession log, and follow-up tickler file.
Maintain and reconcile fund accounts.
Maintain a variety of records.
Maintain confidentiality and access right to student information.
Maintain Customer Loyalty score at or above the company benchmark.
Maintain emotional control under stress.
Maintain patient confidentiality and dignity.
Maintain production calendar for the Office of the Registrar.
Maintain professional image through appearance and communication.
Maintain proficiency in medical terminology.
Maintain records in Quicken and monitor activity in the District accounting software.
Maintain student financial records.
Make
Make local arrangements for face-to-face doctoral defenses.
Make clear, consistent and transparent decisions.
Manage
Manage and set clear goals, objectives, and measures for the team.
Manage departmental expenditures and reassesses departmental needs based on funding available.
Manage multi-company telephone, routing calls as appropriate.
Manage office equipment and office space.
Manage registration process and registration database.
Manage the webpages for the Admissions, Registrations and Records departments.
Meet
Meet with auditors as necessary to provide records, information and explanations.
Monitor
Monitor end-of-term faculty grade submissions.
Obtain
Obtain any needed signatures from the patient at the time of registration or arrival.
Offers
Offers Patient Rights and Responsibilities information to each patient.
Oversee
Oversee and manage the registration process and all related operations and functions.
Oversee collection and maintenance of PVSC file in coordination with individual program coordinators.
Oversee end-of-term processing.
Oversees
Oversees the administration of the Student Engagement Survey.
Oversees the day-to-day operations of the Registrar's Office and oversees management.
Oversees web-based regulatory renewals.
Oversee
Oversee the day-to-day operations of the Registrar's Office and management.
Perform
Perform additional administrative tasks as needed.
Perform case ascertainment and conducts follow up of oncology patient data information.
Perform data analysis according to appropriate methodologies.
Perform data quality control activities on registry data.
Perform special projects when requested.
Place
Place and screen telephone calls for supervisors.
Post
Post receipts and expenditures to proper accounts.
Prepare
Prepare and obtains pertinent documents.
Prepare case studies for students.
Prepare change boxes for student.
Prepare Dean's list each quarter.
Prepare, process and distributes a variety of materials.
Prepare status changes for students who drop and then process in the system.
Prepare, verify, and process invoices and coding payment documents.
Process
Process improvement and quality skills.
Process parent contact and data information changes.
Process patient charts according to virtual flow needs and established productivity standards.
Process student activity invoices for payment.
Promote
Promote teamwork and a positive work environment.
Provide
Provide administrative support to ARD facilitators and special education teachers.
Provide annual performance review of Administrative Assistant.
Provide back-up and peak load assistance to office staff.
Provide data to meet accreditation requirements and submit to Academic Dean.
Provide direct administrative support to one or more administrators or coordinators.
Provide front of house and backstage support at performances and events as required.
Provide official Carey transcripts upon request.
Provide professional development and mentorship opportunities to staff within those Registrar areas.
Provide weekly reports to Academic Dean, and as requested.
Receive
Receive, deposit, and post fines and fee payments.
Receive supplies and verifies against purchase orders.
Recognize
Recognize individual capabilities and assigns work accordingly.
Reconcile
Reconcile budget printouts received from district's central accounting department.
Register
Register, schedule and confirm appointments.
Register Patients in accordance with department procedures.
Register patients to receive medical services, ensuring accuracy and timeliness.
Register students and general public for various training programs offered.
Report
Report completion of adjunct courses to Financial Services for faculty reimbursement.
Request
Request and track receipt of records for newly enrolled students.
Research
Research and correct all data error listings.
Respond to
Respond to emergencies in the department following processes identified for that particular area.
Respond to email inquiries where required.
Respond to telephone inquiries concerning all accounting matters.
Review
Review and improve operations on a continual basis.
Review and oversee all outstanding accounts.
Review of applicants will begin immediately.
Review reference guide and prepares proper paperwork for execution by the Medical Assistants.
Review registration statistics and consult with faculty officials to develop registration policies.
Scan
Scan documents to ordering providers and insurance companies as needed.
Schedule
Schedule all new students into classes.
Schedule patients for daily office visits through EMR software system.
Schedule patient appointments for genetics, nutrition, nurse navigators.
Send
Send letters concerning fines owed.
Set
Set expectations, recognize achievements and proactively manage conflict.
Standardized
Standardized codes that record the patient's diagnosis and treatment information.
Submit
Submit documentation for reimbursement.
Support
Support the Executive Director, Director of Training, Faculty, and the Board of Directors.
Take
Take down patient information including demographics and insurance.
Track
Track and order supplies where required.
Update
Update and review sources of communication and share information with members of the University.
Utilize
Utilize Medicare medical necessity module for appropriate diagnosis codes and procedures.
Utilize systems thinking and understand the inter-dependencies involved in the larger system.
Verify
Verify that the employee or contractor is the person to whom the credential is being issued.
Verify accuracy of all insurance information.
Verify all insurance and obtain pre‐certification / authorization.
Verify student attendance.
Verify student grades with Instructors.
Verify student records are in order and high school transcripts are requested and received.
Verify student requirements for graduation.
Verify that transactions comply with financial policies and procedures.
Work with
Work collaboratively with other departments.
Work with frequent interruptions.
Work with student advisors.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Registrar:
Patient Registration
Government Payer Rules and Regulations
Healthcare Environment
Public Health Setting
Computer
Most In-demand Soft Skills
The following list describes the most required soft skills of a Registrar:
Organizational capacity
Written and oral communication skills
Work in high volume environment
Problem-solving attitude
Interpersonal skills
Analytical ability
Attention to detail
Leadership
Multi-task
Patient scheduling
Work in a fast-paced environment
Concentrate with constant interruptions
Flexible
Diplomacy
Patient care coordination
