Patient Access Representative

Job Posting Title: Patient Access Representative ---- Hiring Department: Dell Medical School ---- Position Open To: All Applicants ---- Weekly Scheduled Hours: 40 ---- FLSA Status: Non-Exempt ---- Earliest Start Date: Mar 16, 2026 ---- Position Duration: Expected to Continue ---- Location: UT MAIN CAMPUS ---- Job Details: General Notes Dell Medical School is seeking a Patient Access Representative. Purpose The Patient Access Representative (PAR) ensures a smooth and efficient registration and scheduling process across multiple specialties and practice units within the healthcare system. Reporting to the Patient Access Supervisor, this role gathers and verifies patient demographic, insurance, and clinical information in compliance with HIPAA guidelines. The PAR also handles patient payments and related financial processes while providing exceptional customer service across multiple communication channels. Responsibilities Patient Registration & Check-In · Assists patients with check-in for appointments, procedures, and diagnostic imaging. · Collects and enters demographic, insurance, and clinical information into the electronic medical record system in accordance with HIPAA standards. · Validates insurance cards and confirms payer information in the system. · Obtains and processes medical records requests following organizational policies. Scheduling & Appointment Management · Schedules patient follow-up appointments and coordinates rescheduling as needed. · Confirms upcoming appointments and manages cancellations promptly. · Responds to patient inquiries regarding scheduling through phone, email, chat, and other electronic platforms. Insurance & Financial Transactions · Performs insurance verification and ensures coverage details are accurate. · Reviews and collects copayments and outstanding balances at the time of service. · Assists patients with payment arrangements or provides resources for alternative payment solutions. Customer Service & Communication · Answers incoming calls and directs patients to the appropriate department or resource. · Provides timely assistance to patients via multi-channel communication (phone, email, chat, web). · Maintains professionalism and confidentiality in all interactions, adhering to HIPAA regulations. MARGINAL OR PERIODIC FUNCTIONS: Assists with special projects or process improvement initiatives as assigned. Participates in staff meetings and training sessions to maintain current knowledge of policies and procedures. Supports other administrative functions during peak periods or staff shortages. Prepares reports or documentation for audits or compliance reviews as requested. Adheres to internal controls and reporting structure. Performs related duties as required. KNOWLEDGE/SKILLS/ABILITIES Customer Focus · Understands and meets the needs of internal and external customers. · Responds promptly and professionally to patient inquiries. · Builds positive relationships with patients and staff. · Anticipates patient needs and provides proactive solutions. Attention to Detail · Accurately processes information and maintains data integrity. · Verifies insurance and demographic data without errors. · Reviews financial transactions for accuracy. · Maintains compliance with HIPAA and organizational standards. Integrity and Trust · Maintains confidentiality and acts ethically in all situations. · Protects patient information at all times. · Adheres to organizational policies and compliance requirements. · Demonstrates honesty in financial and administrative processes. Technical Learning · Quickly learns and applies new systems and technologies. · Navigates EMR and scheduling systems efficiently. · Adapts to updates in insurance verification tools. · Utilizes multi-channel communication platforms effectively. Time Management · Prioritizes tasks and manages workload effectively. · Handles multiple patient requests without delays. · Meets deadlines for scheduling and financial processing. · Balances competing priorities during peak periods. Problem Solving · Identifies issues and implements practical solutions. · Resolves scheduling conflicts promptly. · Assists patients with payment alternatives. · Troubleshoots insurance discrepancies effectively. Required Qualifications: High School Diploma/GED. 2 year(s) of experience in patient registration, scheduling, or related healthcare administrative role. Relevant education or experience may be substituted as appropriate. Preferred Qualifications: Associate's Degree in Healthcare Administration or related field. 3 year(s) of experience in a multi-specialty or integrated healthcare setting. Certification in Medical Office Administration or Patient Access (e.g., CHAA – Certified Healthcare Access Associate). Salary Range $37,000 depending on qualifications Working Conditions • Standard office equipment • Repetitive use of a keyboard • May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others. Required Materials Resume/CV 3 work references with their contact information; at least one reference should be from a supervisor Letter of interest Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes. Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above. ---- Employment Eligibility: Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval. ---- Retirement Plan Eligibility: The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length. ---- Background Checks: A criminal history background check will be required for finalist(s) under consideration for this position. ---- Equal Opportunity Employer: The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions. ---- Pay Transparency: The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. ---- Employment Eligibility Verification: If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university. ---- E-Verify: The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following: E-Verify Poster (English and Spanish) [PDF] Right to Work Poster (English) [PDF] Right to Work Poster (Spanish) [PDF] ---- Compliance: Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031. The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701. Start Here, Change the World At The University of Texas at Austin, tradition meets innovation in the heart of a city that frequents lists of the best places to live and work. Named by Forbes as one of America's Best Large Employers for the sixth year in a row in 2025, UT offers both a dynamic work environment and a gateway to vibrant local culture. Whether you're at the forefront of the student experience, conducting world-changing research or supporting the engine that drives Texas’ flagship university, working at UT means making a lasting impact on our city, our state and our world. Our more than 20,000 faculty and staff empower 55,000 students to challenge ideas, pursue passions and shape their futures. Joining UT, you’ll become part of a community dedicated to making a meaningful impact on campus and throughout the world. Looking for a student job? Please see our Student Employment site. Comments and Inquiries: Email comments to hrsc@austin.utexas.edu. For questions or concerns regarding equal opportunity only, contact Equal Opportunity Services. Additional information for applicants can be found on the Human Resources web page: Applying for Employment. For more job information, call the Human Resource Service Center at (512) 471-4772, or toll-free at (800) 687-4178. UT Austin is a Tobacco-free Campus