Patient Access Specialists are

instrumental in ensuring the efficient and effective flow of patient access

needs throughout Billings Clinic. Responsible for greeting and registering

patients, gathering appropriate demographic and insurance information, scheduling

appointments, ordering 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. May float to other areas within the clinic to

include nursing units, rehabilitations services, etc. to assist with patient

flow.

Essential Job Functions

• Registration & Scheduling

• 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. Also collect 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 coordination of

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 purposes.

• Performs patient check

out/procedure scheduling processes.

• Responsible for monitoring

waiting areas to ensure areas are clean and neat, coffee bar is stocked and

ready during business hours and monitoring to ensure patient flow is optimized

and wait times do not exceed 15 minutes.

• Responsible for pre-review of

charge tickets for completeness including passport provider information,

referring information, performing provider information, diagnosis and CPT

codes. Coordinates with nursing and provider staff to resolve missing or

incomplete information for charge entry and coding processes. Performs charge

entry primarily at month-end to ensure timely capture of revenue.

• 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.

CALL CENTER RESPONSIBILITIES

• 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 question format.

Articulates pages in a friendly, clear, readable and concise manner. Responds

to basic inquiries regarding Billings Clinic services and program offerings and

physician specialty information.

HEALTH INFORMATION MANAGEMENT

(HIM) RESPONSIBILITIES

• Perform duties of HIM Specialist

I to include but not limited to phones, filing, scanning, chart pulls and chart

files, and mail.

• a) Answer telephone and is

responsible for responding to a variety of requests to include but not limited

to: accurately fill requests; requests for patient charts; and other

information as may be needed. Responds to requests for patient charts in a

timely manner by pulling and sending the chart to the appropriate requestor.

• b) Performs chart pulls for next

day appointments. Review each morning to ensure any appointments that have been

added on are accounted for. Distribute files to the appropriate nursing areas

for the day’s appointments.

• c) Retrieves patient charts at

end of day.

• d) Greets and assists customers

arriving in the department with requests for protected health information.

Obtains needed authorizations. Copies medical record after authorization has

been reviewed for validity. Also assists physician customers by providing

medical records for chart completion or other needs. Provide requestors with

information regarding the status of their request for patient information.

• e) Scans documents into the

Cerner information system for services performed outside the clinic (e.g.,

non-Billings Clinic hospitals, laboratory, radiology, physician notes, etc.) in

order to provide a complete medical record to meet patient care needs.

GENERAL DUTIES

• Provides basic back up support

and assistance for the Technical Assistant and/or Manager. May perform a

variety of clerical and administrative support tasks to include but not limited

to: copying, filing, assisting with set up for lunches, meeting agendas,

minutes, etc.

• Utilizes performance improvement

principles to assess and improve quality.

• Identifies needs and sets goals

for own growth and development; meets all mandatory organizational and

departmental requirements.

• Maintains competency in all

organizational, departmental, and outside agency environmental, employee or

patient safety standards relevant to job performance.

• Performs other duties as assigned or needed to

meet the needs of the department/organization.

Minimum Qualifications

Education

• High School or GED

• Some college or healthcare

focused classes preferred such as medical terminology, medical office

practices, etc.

Experience

• Customer Service experience