Registrar

Hospital Registrar

Department

Hospital Administration / Medical Records / Patient Services

Reports To

Job Summary The Hospital Registrar is responsible for managing patient registration, admission and discharge documentation, medical record maintenance, patient data accuracy, and coordination with various hospital departments. The role ensures efficient patient registration services, confidentiality of patient information, and compliance with hospital policies and applicable healthcare regulations.2. Key Responsibilities

A. Patient Registration and Identification

B. Admission and Discharge Coordination

C. Medical Records Management

D. Billing and Insurance Coordination

E. Patient Service and Communication

F. Hospital Information System ManagementG. Compliance and Quality Assurance

H. Coordination and Reporting

The Hospital Registrar is accountable to the designated reporting manager for accurate patient registration, proper maintenance of administrative records, timely processing of registration-related activities, and adherence to hospital policies and procedures.

Department: Pediatrics Reports To: Head of Department (HOD) / Consultant / Medical SuperintendentLocation: [Hospital Name]Employment Type: Full-timeDuty Hours: As per hospital policy, including rotational shifts and on-call duties.1. Job SummaryThe Registrar in the Obstetrics and Gynaecology Department is responsible for providing clinical care to obstetric and gynaecological patients under the supervision of the consultant and Head of Department. The role involves patient assessment, monitoring antenatal and postnatal patients, assisting in labour management, conducting ward rounds, assisting in obstetric and gynaecological procedures, maintaining medical records, and coordinating with nursing and other hospital departments to ensure safe and effective patient care.2. Key ResponsibilitiesA. Outpatient Department (OPD)B. Inpatient Department (IPD)C. Labour Room and Obstetric CareD. Antenatal and Postnatal CareE. Gynaecology ServicesF. Emergency ManagementG. Surgical and Procedural ResponsibilitiesH. Medical Records and DocumentationI. Coordination and Teamwork3. Educational Qualifications4. Experience5. Required Skills and Competencies6. Key Performance Indicators (KPIs)

Register new and returning patients in the hospital information system (HIS/HMS).

Collect and verify patient demographic details, contact information, identification documents, and other required information.

Generate unique patient identification numbers and registration cards.

Ensure accurate patient identification and prevent duplicate registrations.

Update patient information whenever required.

Coordinate inpatient admissions, transfers, and discharges.

Verify admission requests, required documentation, and patient details.

Coordinate with nursing stations, doctors, billing, and insurance departments to facilitate smooth patient movement.

Ensure admission and discharge records are completed accurately and on time.

Assist in bed allocation coordination as per hospital procedures.

Maintain accurate and up-to-date patient registration and administrative records.

Ensure proper filing, retrieval, scanning, and storage of patient documents.

Coordinate with the Medical Records Department for the availability of patient files.

Maintain confidentiality and restrict access to patient information to authorized personnel.

Follow hospital policies for record retention and release of medical documents.

Coordinate with the billing department regarding patient registration and admission details.

Verify patient category, payment type, insurance details, and authorization documents, where applicable.

Assist in collecting required insurance or third-party administrator (TPA) documentation.

Ensure accurate entry of administrative information required for billing.

Refer billing discrepancies to the concerned department for resolution.

Provide clear information to patients and attendants regarding registration and admission procedures.

Guide patients to the appropriate departments, clinics, diagnostic services, and billing counters.

Respond professionally to patient and attendant queries.

Handle registration-related complaints and escalate unresolved issues to the supervisor.

Maintain a courteous, patient-focused approach, particularly during busy periods.

Enter and update patient information accurately in the HIS/HMS.

Ensure timely data entry and correct documentation of registration, admission, transfer, and discharge details.

Report system errors, duplicate records, and data discrepancies to the concerned team.

Follow access-control, password-security, and data-protection policies.

Maintain manual records as per hospital procedures during system downtime.

Follow hospital standard operating procedures (SOPs) and applicable healthcare regulations.

Maintain patient privacy and confidentiality in accordance with applicable data-protection requirements.

Support internal audits, quality assessments, and accreditation activities, including NABH documentation where applicable.

Ensure compliance with patient identification and documentation protocols.

Report administrative errors, documentation gaps, and incidents to the appropriate authority.

Coordinate with OPD, IPD, Emergency, Nursing, Billing, Insurance, Medical Records, and other departments.

Prepare daily registration and admission reports as required.

Maintain records of patient registrations, cancellations, transfers, and discharges.

Submit shift handover reports and pending-case details to the next shift.

Perform other duties assigned by the reporting manager.

Bachelor's degree in Hospital Administration, Healthcare Management, Business Administration, or a related field is preferred.

A diploma or relevant qualification in hospital administration may be accepted depending on hospital policy.

Knowledge of hospital operations, patient registration procedures, and medical terminology is desirable.

Freshers may be considered f