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University of Rochester Outpatient Access Specialist - 224952 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 CVSL Outpatient ACG & CC


8:00 AM-4:30 PM


Position Summary:

The position serves the Cardiology Division patient population and referring physicians, combining reception/registration/scheduling duties at the Cardiology Clinton Crossings office, and is under the direct supervision of the Administrator of Clinton Crossings and Sr. Cardiology Administrator. The candidate must present an image that deserves respect and obtains required cooperation from providers, patients and referring physicians. The candidate must possess excellent communication skills and exercise independent judgment and initiative in registering, scheduling and communicating with patients. The position requires attention to detail - the ability to prioritize tasks, to type accurately, and be familiar with and comfortable working with computers. The candidate must be able to work independently, and perform routine and non-routine clerical duties of a specialized nature in an extremely busy environment.


Phones: Multi Line Phone System:

  • Assess and triage incoming calls. Evaluate patient's concerns and refer to physicians or other health care personnel to address. Respond to callers independently, and follow-up to be sure all requests are handled in a timely fashion.

  • Communicate medical information to patients, and messages to other callers as directed by physicians, nurses and administrative staff.

  • Direct calls to other departments as needed.

  • Use sound judgment in handling calls, especially with upset patients.

  • Understanding of when to escalate calls to physicians/practice manager/triage nurse.


  • Monitor eRecords electronic ordering activity, schedule requested appointments and notify patient. Using knowledge of complicated and ever-changing physician schedules enter appointments into Cadence/eRecords as CUPID) for each of the providers. Requires determination of physician availability, and evaluation of patients who are not referred to a specific individual

  • Gather pertinent medical information and accurate billing information at the time of scheduling (from patient, referring physician and other health care professionals). Must project professional image to allow collection of accurate and complete medical information, while maintaining patient confidentiality issues.

Schedule/Billing Confirmation and Generation of Reports:

  • Review all provider schedules in advance of clinic date to verify accuracy. Rectify any errors that may have occurred.

  • Create updated schedules on a daily basis to reflect add-ons and walk-ins. Communicate schedule changes to secretaries, physicians and off-site service areas as necessary.

  • Monitor automated reminder call report logs, call patients to verify cancellations.

  • Monitoring of interoffice communication for changes to clinic schedules.

  • Sort and mail appointment reminder and confirmation letters. Provide assistance with mailings and other projects as call volume permits.

Health Information Management:

  • Completes,reviews and responds to all requests for medical related information for appropriatemness related to HIPPA, confidentiality and legal requirements via telephone/fax. Or in person requests. Maintains medical record database in accordance with department policies and procedures for entry into hospital wide computerized registration software system, eRecord/Cadence. Evaluate acquired information for completeness and accuracy. Provide HIPPA confidentiality policy notice to patients, obtain documentation signature. Assists providers in the completion of patient forms and preparation of forms, lettes, etc, for provider signature. Contacts outside providers for medical information needed. Scans urgent medical documentation correctly in the electronic medical record according to established policies and procedures through Onbase. Must possess the ability to provide answers to questions asked by patients, and to determine which questions should appropriately be addressed by physicians or other health care providers.


High School diploma and 2 years related work experience; or an equivalent combination of education and experience. Medical terminology experience required. Demonstrated ability to word process docements and enter data into a database. Demonstrated skills related to achievement of customer satisfaction. Demonstrates the ICARE values to patient, families and staff. Strong attention to detail with excellent organization skills.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled