Patient Access Specialist

Under the supervision of the Director of Operations, the Patient Access Specialist will be responsible for welcoming and greeting all patients and visitors in person or by phone to the clinic. In addition, the Patient Access Specialist will perform a variety of receptionist, clerical, record keeping and miscellaneous duties in support and care of services provided in an outpatient medical setting.

Essential Functions:

• Welcomes patients and visitors by greeting patients and visitors, in person or on the telephone, answering or referring inquiries.
• Schedules patient flow to clinic based on predetermined appointment arraignments to allow the clinic to serve an adequate number of patients.
• Scheduling and rescheduling of all appointments for assigned patient population.
• Coordinate scheduling and referrals to other healthcare providers and services.
• Daily confirmation of all clinic appointments.
• Order, prepare and generate appropriate medical records.
• Receive, screen, and coordinate telephone calls from healthcare providers.
• Receive incoming correspondence and review/forward to appropriate staff.
• Daily data entry of medical appointments, special instructions, patient information/jurisdiction, and other instructions.
• Performs day-to-day administrative functions and general office duties including but not limited to word processing, copying, filing, faxing, answering phones, and data entry.
• Maintains patient waiting areas, office files, and front-desk areas in a manner that is organized and neat.
• Keeps patient appointments on schedule by notifying provider of patient’s arrival, reviewing service delivery compared to schedule, reminding provider of service delays.
• When scheduling appointment, carefully screens patients for new address, new patient visit or update registration and informs patients of adequate information that must be presented at time of visit.
• Must exercise utmost diplomacy and tact to provide excellent customer service for patients; practices confidentiality and privacy protocols in accordance to policies and HIPAA requirements.
• Informs patients of any existing balance noted in computer and request patient be prepare for any payment due at time of visit.
• Verifies method of payment for service and collects data and/or payment as appropriate.
• Comforts patients by anticipating patients’ anxieties; answering patients’ questions; maintaining the reception area.
• Ensures availability of treatment information by filing and retrieving patient records.
• Maintains patient accounts by obtaining, recording, and updating personal and financial information.
• Maintains business office inventory and equipment by checking stock to determine inventory level; anticipating needed supplies; placing and expediting order for supplies; verifying receipt of supplies; scheduling equipment service and repairs.
• Assist with maintaining and updating of all provider addresses and phone numbers.
• Prepare reports and forms as directed by licensed staff and in accordance with established policies.
• Protects patients’ rights by maintaining confidentiality of personal and financial information.

Secondary Responsibilities:

• Provide excellent customer service to all internal and external customers.
• Chart preparations for each providers clinic.
• Exercises problem-solving and conflict resolution skills when handling patient complaints; refers patient complaints to appropriate designated personnel as needed.
• Ability to safely and successfully perform essential job functions consistent with the ADA, FMLA, and other federal, state, and other local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain reasonably regular, punctual attendance consistent with the ADA, FMLA, and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to come to work and work the regular shift for the position.
• Compliance with all personnel policies and procedures.
• Additional duties to be assigned from time to time by physician.

Supervisory Responsibilities:

This job has no supervisory responsibilities.

Qualifications:

Education and/or Experience

• High school diploma or equivalent.
• Three years of medical clinic administrative or medical scheduling experience preferred. Internet, email, MS Office and data entry skills required. Unless otherwise indicated, one year of current experience within the last three years in a comparable job classification required.
• E-Clinical Works or other EMR software.
• Basic to intermediate computer knowledge and skills.
• Knowledge of medical terminology, anatomy and physiology, clinical medicine, surgery, diagnostic tests, radiology, pathology, pharmacology, and the various medical specialties as required in areas of responsibility.

Certificates, Licenses, Registrations

None

Computer Skills

To perform this job successfully, an individual should have knowledge of Electronic Medical Record (EMR) and Practice Management (PM) softwares, Microsoft Office Applications, and the ability to operate basic Internet software. The individual should be able to operate a computer in order to accurately enter data into a database, search for information, send and receive email and attachments. Must use the internet to access schedules, research insurance information, etc. Work requires extensive work using a computer.

Other Skills and Abilities

Must be competent in; Time Management, Organization, Attention to Detail, Quality Focus, Professionalism, Productivity, Thoroughness, Coordination, Deadline-Oriented, Internal Communications, and Reporting Skills.

Must have:

• Interpersonal skills to work with end users.
• Experience with HIPAA and other Healthcare standards a plus.
• Excellent oral and written communication skills - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Participates in meetings. 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; Supports everyone's efforts to succeed.
• Ethics - Treats people with respect; Keeps commitments; 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; Supports affirmative action and respects diversity.
• Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• 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; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Reasoning Ability

Ability to apply common sense understanding to carry out simple one or two step instructions.

Ability to deal with standardized situations with only occasional or no variables.

Other Skills

Patient Scheduler may also be expected to have a level of visual and auditory acuity sufficient to meet the needs of their job tasks. Corrective equipment and devices may enhance the person’s ability to achieve the appropriate level of acuity.

Physical Demands

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 use hands to finger, handle, or feel and reach with hands and arms. The employee is frequently required to stand; walk; sit; climb or balance; stoop, kneel, crouch, or crawl and talk or hear. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

Environmental Exposure

None

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Oncology

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Education:

• High school or equivalent (Required)

Experience:

• Customer service: 3 years (Required)
• Medical terminology: 3 years (Preferred)
• Computer skills: 3 years (Required)

Ability to Relocate:

• Palm Beach Gardens, FL 33410: Relocate before starting work (Required)

Work Location: In person