Patient Access Specialist / Receptionist

Pioneer Medical Center is interviewing for a part-time role in our Clinic, for the "Patient Access Specialist". This person serves our neighbors here in Sweet Grass County, working 9-1 Monday-Friday, plus 9-noon on two Saturdays each month. More hours are possible when other Clinic team members have a day away. This is a good opportunity for someone to break into healthcare, starting with basic reception duties, and learning clinic operations and medical record keeping/billing as they expand their skills into the job.

Greet patients and their families, whether they are calling in to make appointments or walking in to see their provider. Be consistently helpful, discrete and understanding. Share coverage of the main switchboard with the other PMC receptionists.

Entering patients' personal, treatment and billing information into computer records.
Various clerical, administrative and some office maintenance duties.

No direct experience is necessary, but you should have had some success in a previous role (work, community or school activity, etc.) demonstrating that you work cooperatively in a sometimes high-speed environment, enjoy providing good service to others, can juggle multiple simultaneous activities, never hear yourself thinking 'that's not my job', can consistently be patient and caring with others, are a self-starter, and organized. Exemplary attendance, good hearing, speaking and writing/data entry skills are musts.

The job description:


Patient Access Specialists are instrumental in ensuring the efficient and effective flow of patients’ access needs throughout the facility. Responsible for greeting and registering patients, gathering appropriate demographic and insurance information, scheduling appointments, laboratory tests and ancillary services and the collection of co-payments. Position must fully understand the ramification and impact of incomplete or inaccurate information to revenue cycle. Position may float to other areas within the facility to include nursing units, rehabilitation services, etc. to assist with patient flow.






Supports and models behaviors consistent with Pioneer Medical Center’s and facility’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.


Greets patients and identifies any red flag symptoms requiring triage/assessment by nurse, completes on-line registration information gathering complete demographic and insurance information that results in the ability to provide correct information for patients, guarantor, and insurance follow-up. Competently and courteously educates patients about various forms that require their signature.


Schedules, reschedules and coordinates appointments in a manner that meets the patient’s needs and assists the department in the management of patient flow utilizing knowledge of physician/non-physician scheduling protocols. May schedule and enter orders for ancillary services via the information systems. Instructs patients on specific preparations and/or restrictions necessary to prepare for ancillary procedures as defined by clinical protocols. Floats to provide front desk support at the various nursing units as may be needed.


Initiates collection of co-payments in accordance with each patient’s individual insurance requirements. Collects deposits on account from self-pay patients. Accepts all other payments on accounts and provides cash receipts for all transactions. Maintains and reconciles cash drawer bank deposit by following written reconciliation policies and procedures ensuring each cash drawer balances daily.


Assists walk-in patients with non-encounter based access (i.e., blood pressure checks) and coordinates communication with the clinical providers or other patient care staff as appropriate.


Coordinates with patients, providers, nursing staff to ensure Medicaid Passport and other authorizations for referrals required by insurance carriers are obtained and entered into the scheduling system for reimbursement purpose.


Performs patient check out/procedure and scheduling processes.


Responsible for monitoring waiting areas to ensure areas are clean and neat. Monitoring to ensure patient flow is optimized and wait times do not exceed 15 minutes.


Prints and reconciles the missing encounter to ensure all encounter forms are accounted for. Provides appropriate communication to the clinic department manager.


Responsible for receiving all incoming faxes, mail, freight and packages and for timely distribution to appropriate areas.


Responsible to courteously and accurately answer and direct physician and consumer telephone calls per department standards in a clear audible voice. Pages, transfers and delivers calls to appropriate destinations using predetermined questions format. Articulates Pages are conducted in a friendly, clear, readable and concise manner. Responds to basic inquiries regarding the facilities’ services, program offerings and physician specialty information.


Screens incoming nursing unit telephone calls for appropriate referrals to nurse, physician and/or non-physician provider.


May assist nursing staff with initiating follow-up calls to patients for no-shows, referral appointments and other general questions.


Performs other duties as assigned or needed to meet the needs of the department/organization.









Blood Borne Pathogen Category: Category I: Tasks that involve exposure to blood, body fluids or tissues.

Airborne Contaminant Category: Category I: Tasks that routinely require activities that may involve exposure to airborne contaminants.

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