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University of Rochester Outpatient Access Specialist - 223201 in Rochester, New York

Outpatient Access Specialist

Job ID



Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 007 Medicine SMH Gastrointestinal


8 AM-4:30 PM


Position Summary:

Provide front desk support and schedule appointments for a very busy medical practice. Assist patients with checking in and out for their appointments.

Responsibilities / Standards:

Neonate Pediatric Adolescent X 18-65 years X Over 65 years

The Joint Commission standards requires that the performance appraisals of staff, without clinical privileges, who participate in the assessment, treatment or care of patients, address the ages of the patients served. Technical staff, including phlebotomists, are included in this definition

Patient Check In and Check Out:

  • When patients arrive for their clinic or procedure appointments, verify their identification and insurance and utilize eRecord and IDX to check patients in. Ensure that patients sign and complete documents such as the Notice of Privacy Practice, MSPQ and provide them with other pertinent appointment related forms. Collect any applicable copays from patients at the end of their visit. Communicate with family members about the status of patients who are having procedures. Communication with clinic staff members. Generate encounter forms for providers to complete and collect the encounter forms at the end of the patient’s visit. Review encounter forms to ensure all areas have been completed. Provide patient with a copy of their encounter and print After Visit Summaries (AVS). May require floating between locations as needed.

Radiology appointment and prior authorizations:

  • Contact insurance companies to secure prior authorizations for radiology orders that are submitted by providers. Contact patients to schedule their radiology appointments. Monitor radiology queue to follow up on any assigned radiology requests.

Follow Up Appointment and Procedure Scheduling:

  • Schedule follow up appointments for patients upon conclusion of their office visit. Ensure that appropriate instructions for any procedures that a patient is scheduled for are provided to the patient. Review preparation instructions with patients as needed. Send tasks to providers and/or scheduling secretaries to ensure appointments are scheduled in a timely manner.


  • Assist with gathering all encounters at the end of the day and document patients who provided copays on reports that are generated.

Other Duties:

  • As assigned.

Education and Experience Requirements:

High School diploma and 2.5 years related work experience; or an equivalent combination of education and experience. Demonstrated customer service skills; treating patient satisfaction as a priority. Demonstrated verbal and written communication proficiency. Some experience with Microsoft Office applications, electronic medical record systems and medical terminology is preferred. Ability to act as a resource to less experienced staff members.


How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled