University of Rochester Outpatient Access Specialist in Rochester, New York


Full Time 40 hours Grade 007 MED-Mary Parkes Center PFT Lab


8 AM-4:30 PM


Position Summary:

This position coordinates clerical functions associated with patient information processing for ambulatory care visits in a multi-disciplinary specialty clinic. Monitors and ensures that all clerical functions are completed in an accurate, efficient, and customer friendly manner. Responsible for the check-in and check-out process as well as scheduling for a multi-disciplinary Center of specialist.

Typical Duties:


Prepares and opens the office for patients. Greets patients to initiate positive ambulatory experience, identifies healthcare provider to be seen, directs patients to next destination, obtains signatures as needed (e.g., for insurance forms). Identifies and assesses patients' special needs (e.g., for interpreters), monitors reception area to ensure patient needs are met.


Collects patient demographic and financial information in an efficient, customer oriented manner. Asks specific questions of patient to verify information accuracy. Enters patient information into Hospital information, IDX Flowcast. Ensures encounter form information is complete and transmits to the appropriate clinical station. Responsible for the Medicare Secondary Payer questionnaire binder and its accuracy.

Appointment Scheduling:

Schedules new and return visits to ambulatory care using Hospital's information system. Monitors schedules and reports problems to supervisor. Pre-registers patients for next visit, coordinates appointments for ancillary testing or referrals to other clinic sites using E Record function. Follows-up missed appointments and cancelations. Completes any correspondence or forms involved with appointment scheduling. Schedules interpreters, schedules outside services to meet patient's needs (e.g., transportation). Requests referrals and reports form referring physicians outside eRecord system. Ability to block, bump and apply daily templates using IDX/Flowcast.

Telephone Management:

Manages incoming clerical calls, distributes calls to various providers using eRecord task management. Coordinates outgoing calls related to major function above. Responsible for courteous and efficient telephone communications. Provides information to patients in order to minimize the need to distribute the telephone call when appropriate, forwards calls, pages providers, and takes messages.

Performance Analysis:

Edits and corrects registration errors, completes missing registration data, reconciles and edits charge entry, ensures accuracy of patient schedules, identifies ways to reduce follow-up, repetitive or corrective work.

General secretarial duties including copying, filing, faxing, email and mail distribution and eRecord scanning.

Performs miscellaneous tasks as assigned by the Supervisor. For example, medical records management, supplies invoices, maintains logs and simple statistics, and census reports.

Provide back-up for Clinic Office Manager when he/she is out of the office during breaks, vacation or out sick.

Represent the Center at community events and fundraising activities as assigned.


Degree in Medical Office preferred. High School diploma and 2.5 years related work experience (4 years experience preferred); or an equivalent combination of education and experience. Computer skills, excellent keyboard skills and medical terminology experience required. Demonstrated customer service excellence.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Outpatient Access Specialist

Location: Strong Memorial Hospital

Job ID: 204375

Regular/Temporary: Regular

Full/Part Time: Full-Time