Patient Access Coordinator

Job Description

Job Description

SUMMARY OF POSITION

The Patient Access Coordinator is responsible for managing and facilitating the intake process for new and returning patients at Vibrant Health. This role involves collecting patient information, verifying insurance, scheduling appointments, and ensuring a smooth, positive, welcoming experience for all patients. The Patient Access Coordinator is the first point of contact and plays a critical role in supporting patient access to care and maintaining thorough, accurate, and complete records.

ESSENTIAL JOB DUTIES

• Welcoming patients, collecting and verifying demographic, medical, and other personal information (to include social determinants of health screening data) in a discrete and confidential manner; entering data accurately into the Electronic Health Record (EHR) system.
• Assisting new patients with completing registration and intake forms, ensuring all necessary information is obtained.
• Scheduling appointments for new and established patients, coordinating with scheduling team to optimize schedule efficiency.
• Scheduling transportation – coordinating or reducing barriers to care.
• Confirming and reminding new patients of upcoming appointments, providing instructions, and answering any initial questions.
• Conducting outreach to new patients awaiting encounter with provider during a lag time at defined interval.
• Assisting as needed with outreach to new and established patients from Managed Care Organization lists.
• Verifying insurance coverage and benefits for all new patients prior to appointments and notifying patients of the Sliding Fee Discount Program.
• Assisting patients with enrollment into Medicaid, Medicare, or other health plan when appropriate.
• Serving as a point of contact for patient inquiries regarding the intake process, insurance, and scheduling, ensuring all questions are answered thoroughly.
• Providing patients with information on all health center services, clinic policies, patient rights and responsibilities, and what to expect during their visits.
• Connecting patients with resources and information to support any needs identified while performing the social determinants of health screening.
• Accurately documenting and updating patient information, including demographic, insurance, and medical history data in the EHR.
• Maintaining patient confidentiality and adhering to HIPAA guidelines in handling all patient information.
• Collecting and entering immunization data and reminding patient/payers/guardian to bring records to visit.
• Assisting patients with completing a Request of Information for outside medical records.
• Assisting patients with obtaining birth certificates and other essential documents.
• Collaborating with primary care providers, nursing staff, and other team members to ensure all necessary information is available for patient appointments.
• Communicating any special needs or concerns of patients to the appropriate team members.
• Participating in quality assurance activities to ensure accuracy and efficiency in the intake process.
• Suggesting improvements to streamline intake procedures and enhance the patient experience.
• Carrying out Vibrant Health’s mission: To provide access to respectful, empowering, culturally sensitive and appropriate high-quality healthcare for the community, regardless of socio-economic obstacles.
  • Accepts and uses supervision, direction and consultation to maximize available resources in the completion of work duties.
  • All job responsibilities will be carried out under the direction of the organization’s policies and procedures.
  • Additional responsibilities may be assigned as needed to maintain and improve effective functioning of the department and to advance the mission of the organization.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• High school diploma or equivalent.
• Minimum of 1-2 years of experience in a healthcare setting, preferably in intake coordination, scheduling, or patient services.
• Proficiency in EHR systems, Microsoft Office Suite, and familiarity with insurance verification processes.
• Strong interpersonal and communication skills, attention to detail, organizational skills, and the ability to work in a fast-paced environment.

Individual must:

1. Develop rapport with patients and their families, community and other health care personnel.
2. Exhibit a professional and respectful demeanor.
3. Work successfully independently and within a team, shifting tasks, prioritize tasks, problem-solve daily, and complete work within deadline.
4. Demonstrate excellent customer service, helpfulness, and a positive attitude.
5. Possess superior organizational skills with attention to detail and the ability to multi-task and meet deadlines.
6. Demonstrate the ability to recognize, understand, and appreciate the value of cultural diversity and communicate medical information in plain language.
7. Demonstrate social and cultural sensitivity appropriate to ethnically and economically diverse patients and staff.

PREFERRED KNOWLEDGE, SKILLS, AND ABILITIES

• Associate’s degree or higher in a related field.
• Community Health Worker certification.
• Bilingual (English & Spanish).

SUPERVISORY RESPONSIBILITY

N/A

Americans with Disability Specifications

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 occasionally required to stand; walk; sit; use hands and fingers to handle or feel objects, tools or controls; reach with hands and arms; climb stairs; talk and hear. The employee must frequently lift and/or move materials that may weigh up to 40 pounds.

Work Environment

Work environment characteristics 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.

• Must have manual dexterity and experience to perform handwritten paper work, recordkeeping, and filing.
• Prolonged sitting, standing, or walking may be required.
• Frequent bending/stooping, squatting, reaching above the shoulders, twisting and turning, kneeling, and pushing/pulling may be required.
• Employment is contingent upon successful clearance from Criminal, Kansas and Missouri Child/Elder Abuse and Neglect, Sex Offender background investigations, TB testing, pre-employment drug testing, and verification of Hepatitis-B, flu and COVID-19 immunizations.
• Occasional evening and weekend availability are required.

Trauma Informed Care

At Vibrant Health, we understand that many, if not most, people have experienced trauma in their lives. We have made a commitment to trauma informed care and support and educate team members continued development of understanding of how trauma affects individuals and coping strategies. We expect employees to incorporate their understanding about trauma into interactions with our patients and families, clinic visitors, and with each other.

Commitment to Diversity

We are proud to be an Equal Employment Opportunity (EEO) and Vietnam Era Veterans Readjustment Assistance Act (VEVRAA) Employer. We are committed to cultivating a workplace in which diverse perspectives and experiences are welcomed and respected. We do not discriminate on the basis of race, color, religion, creed, ancestry, national origin, sex, age, disability (physical or mental), marital or veteran status, genetic information, sexual orientation, gender identity, political ideology, or membership in any other legally protected class. We are an Affirmative Action employer. We encourage individuals with diverse backgrounds to apply and desire priority referrals of protected veterans.