Patient Access Specialist

The Patient Access Specialist is an integral part of the health care team and assists clinic operations in a professional manner. Responsibilities include, but are not limited to, assisting patient with provider and nursing issues needing prompt resolution, and receiving, logging, and returning calls, regarding patient’s needs, requests, and access to their provider.   The PAS will assure patient has access to an appointment when requested.    This position will also work with all staff, clinical and clerical, to ensure an efficient and professional environment, while meeting the needs of the patient.

Duties and Responsibilities

The PAS performs the following duties as assigned.

1. Provides patient access services.
   1. Oversees provider schedule to include accommodating access to an appointment as requested. This will include blocking/unblocking provider schedule and rescheduling appointments as needed.
   2. Make follow up appointments.
   3. Complete tasks of the EMR (electronic medical record) to include working appropriate assigned jellybeans, i.e. schedule, telephone encounters and documents.
   4. Answer incoming calls and voicemail retrieval. Will be required to maintain a log of all incoming calls. Will be responsible for returning all calls promptly. 
   5. Generate telephone encounters and route to provider or nurse with a message from patient or outside entity needing resolution. These calls will include, but not limited to, refill request, lab results, pharmacy request, home health requests.
   6. Assist clinical team with paperwork completion within scope. This could include Title 19, DME, Home Health, Letter of Medical Necessity, work/school notes.
   7. Relay normal lab results to patient, per provider direction.
   8. Work incoming fax box.  Sort, scan, and attach document(s) into the patient assigned medical record folder. 
   9. Various secretarial duties. 
   10. Maintains incoming and outgoing mail by adding postage, sorting, delivering to appropriate mail service.
   11. Receives incoming faxes and distributes accordingly.
   12. Maintains copier supplies and calls support staff as needed.
   13. Receives and signs for packages.  
   14. Maintains adequate inventory of office supplies as appropriate.
   15. Assists with Medical Records requests. 
   16. Demonstrates strong initiative to get daily work finished and processed.
   17. Communicates effectively with staff to include clinical and clerical support. 
   18. Demonstrates accurate judgment.
   19. Huddle each morning with provider and clinical staff to discuss the provider daily schedule as well as any tasks needing to be prioritized.
   20. Notify supervisor of any problems, in a timely manner and works to resolve said issues. 
   21. Assume other responsibilities as needed.  
   22. If bilingual, translates in Spanish between non-Spanish speaking staff and Spanish speaking patients as requested.

1. Fulfills administrative duties.
   1. Assists in maintaining an efficient, safe, secure, orderly, and environment of care for all visitors and staff.
2. Acts as a backup Patient Service Representative, when needed.
3. Performs all other duties as assigned.

 Knowledge, Skills and Abilities

Required

• Ability to read and comprehend short correspondence, and memos.
• Ability use Microsoft Office including Excel spreadsheets.
• Ability to document, with clarity, all information relevant to incoming calls.
• Ability to effectively present information in small group situations to staff and the general public. 
• Ability to work cooperatively with staff.
• Ability to use office equipment including but not limited to computers, fax machines, telephones and copiers
• Ability to prioritize and allocate resources

Credentials and Experience

Must have High School Diploma

Preferred

• One (1) year of receptionist experience in an office setting.

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.  

While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands, reach with hands and arms, and talk or hear. The employee is frequently required to climb or balance and stoop, kneel, crouch or crawl. The employee must frequently lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision. 

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.  Ability to handle significant stress.

The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work. The health clinic reserves the right to revise or change job duties and responsibilities as the business need arises. Additionally, this job description is not intended as an employment contract, implied or otherwise, and the Clinic continues to maintain its status as an at-will employer.