Medical Front Office - Outpatient Access Specialist

Rochester, NY


General Purpose:

Providing a high degree of customer service provides direction and assistance requiring working knowledge of the multi-disciplinary complex facility at East River Road related to patient care activities. The Outpatient Access Specialist will register, schedule appointment and procedures. This position interacts frequently with internal and external clients and is the first line of communication to customers. Coordinate functions associated with patient information processing for ambulatory care visits and act as a resource to staff performing those functions. Monitor and ensure all functions are completed in an accurate, efficient, and customer friendly manner. Is proficient in the use of eParc and eRecord. The complex care facility includes Developmental & Behavioral Pediatrics, Child and Adolescent Behavioral Health and Neurology. Demonstrates ICARE* values in each of the major responsibilities.


Beginning of Day Responsibilities

  • Using eRecord print daily face sheets on all patients scheduled for the day. Organize in respective specialty folder.

  • Notify appropriate individuals of all infection controlled flagged patients scheduled for the day.

Daily Responsibilities

  • Provide accurate registration of patient arrivals in eParc.

  • Confirm patient insurance and demographic information following protocol for updating eParc information, distributing questionnaires when appropriate and collect co-payments following protocol for the collection of co-payments.

Provide patient check out functions i.e. Schedule follow-up appointments for multiple clinics and providers using eParc. Print after visit summaries and other relative paperwork as it relates to this function. Monitors schedules, identifies, resolves and reports problems.

Using electronic verification systems accurately verify insurance information. Following eParc protocols update Insurances and certify verification in eParc

Assistant will collect encounter forms, review and ensure information is completed to facilitate charge entry. Assistant will be responsible for obtaining missing information prior to billing submission.

  • Pediatric encounters will be submitted to Pediatric Billing charge entry personnel.

  • Charge entry related to other specialties will be coordinated through their respective Departments.

Provide constant vigilance of waiting area ensuring no patient waits unduly long providing communication to appropriate individual(s) and the patient if there is a delay to patient’s appointment time. Hand out patient satisfaction surveys twice monthly and facilitate in keeping waiting area and restrooms clean. Monitor office supplies (including but not limited to copiers and fax machines) and ensuring appropriate level is onsite to ensure no disruption to operations.

Balance log sheets at the end of the day for each specialty clinic and balance cash drawer. Print schedules of all clinics for next day; place in folder for collection by patient technicians at Control II.

Mail Privacy Notice forms to appropriate divisions. Answer in basket messages.

Other duties as assigned by supervisor


  • High School diploma

  • 1-year related work experience in an administrative office or customer service field; or an equivalent combination of education and experience


  • Medical terminology experience preferred. Demonstrated ability to word process documents and enter data into a database. Demonstrated skills related to achievement of customer satisfaction. Demonstrates the ICARE values to patients, families, providers and staff. Ability to act as a resource to less experienced staff. Off-site travel may be required. Must have efficient/reliable transportation. Demonstrate skill and efficiency in eParc, eRecord, and electronic insurance verification procedures. Demonstrate efficiency in prioritizing assignments and skill in proactively resolving problems. Spanish speaking is a plus.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007
Schedule: 10:30 AM-7:00 PM; WKNDS