Medical Billing Services

7 Tips to Improve Patient Registration Process

The first element of the revenue cycle starts with patient registration. From the minute a new patient begins the registration process, it’s crucial that you are asking for and receiving correct information. If any information is omitted, given incorrectly, or entered incorrectly by the front desk then it will lead to incomplete and/or incorrect claim submission. Incorrect or incomplete claims mean rejections or denials which negatively affect the bottom line of your practice. We shared tips to improve the patient registration process which will help to reduce claim rejections. 

Tips to Improve Patient Registration Process

Here are seven tips you can implement in your patient registration process to increase paid claims and improve your overall collection rates.

  1. Confirm Patient Details

At the beginning of your patient registration process, make sure to review and verify basic contact information. Your claim will get rejected if:

  • there is no difference in the patient’s name and spelling, compared to the payer’s database
  • the generation is left off of the last name, like Sr., Jr., or III.
  • the date of birth doesn’t match
  • the gender is misrecorded, either because it’s simply the wrong sex, or your diagnosis isn’t appropriate for
  • the incorrect sex of the patient indicated on the claim

2. Review the Patient’s Address

If your patient’s address doesn’t match the address in a payer’s database, your claim could be rejected. Maintaining correct addresses can be particularly cumbersome because when patients move, they often notify their insurance provider but forget to notify each of their healthcare providers. Ask patients to verify their address on a regular basis, and ensure it’s correct in your billing system.

3. Verify Responsible Party Information

When obtaining your patient’s health insurance information, remember to ask them about the policyholder. Sometimes the patient is covered under their spouse’s or parent’s policy. Having accurate responsible party information is essential for getting your claims paid. It’s important to correctly record health insurance policy information in your patient’s account. This will eliminate unnecessary claims rejections due to the payer’s inability to identify your patient as a member.

4. Verify Policy Holder Information

While some payers may allow the claim as long as the patient’s information is correctly indicated, other payers will reject it due to invalid policyholder information. For example, your claim might be rejected if the policy holder’s date of birth is incorrect or missing. It’s also important to ask if your patient has more than one policy, and if so, which is the primary payer, secondary payer, tertiary payer, etc.

5. Verify Eligibility

Once you have obtained the correct insurance and policyholder information, verify eligibility and accurately record that information in your billing system. 

  • Include the patient’s policy ID, group number (if applicable), policyholder information, and policy effective date.
  • Verify that the policy is active and that the patient is covered for your services.
  • Add the insurance information to your billing system, making sure to select the correct payer.
  • Because some payers have multiple addresses for sending claims, be sure to choose the one indicated on the patient’s insurance card.
  • Gather information needed for billing claims regarding the reason for treatment. This can include when symptoms began, and if there was a specific event or condition that caused the need for treatment.

6. Factors for Accident or Injury Treatment

If treatment is being sought due to an accident or injury, there are a number of additional factors that need to be clarified, including: 

  • the date of injury and whether the injury is related to employment, an auto accident, or another type of accident, if the employer is responsible for payment, or if their worker’s compensation carrier is paying for treatment of the injured worker (if the injury is work-related).
  • if a workers compensation claim has already been established, and if so, what is the claim number, the claims adjuster’s contact information, and where claims should be sent?

7. Consider Outsourcing 

All of this information should be collected and verified during registration, and then added to the patient’s case information within their account. In spite of your best efforts, if your practice continues to experience patient registration mistakes that lead to unpaid claims, get help. Consider outsourcing your medical billing activities that can eliminate errors and increase revenue. MedicalBillersandCoders (MBC) is a leading provider of medical billing and coding services. Our expertise in various medical billing specialties ensures quick and accurate insurance reimbursements. Our clean claim submission rate is more than 95%, which is more than industry standards. To know more about our overall medical billing and coding services, contact us at / 888-357-3226


Medical Billers and Coders

Catering to more than 40 specialties, Medical Billers and Coders (MBC) is proficient in handling services that range from revenue cycle management to ICD-10 testing solutions. The main goal of our organization is to assist physicians looking for billers and coders, at the same time help billing specialists looking for jobs, reach the right place.

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