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University of Rochester Outpatient Access Specialist - 234184 in Rochester, New York

Outpatient Access Specialist Job ID 234184

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Schedule

8 AM-4:30 PM


GENERAL PURPOSE:The Outpatient Access Specialist must be able to route incoming calls, schedule patient appointments, obtain pertinent medical information and accurately document in the appropriate programs, including the electronic medical record (EMR). The position will coordinate functions associated with patient information for ambulatory visits and act as a resource for staff performing patient-related functions. The position requires the use of (ePARC), eRecord. The individual must demonstrate capability and desire to work independently and be a strong team player. Demonstrates ICARE* values in each of the major responsibilities.


  • Reception & Registration


  • Greet patients to initiate positive patient care experience, identify healthcare provider to be seen, obtain signatures as needed (e.g., for insurance forms), identify and assess patients’ special needs (e.g., interpreters).

  • Provide constant vigilance of waiting area ensuring no patient waits unduly long providing communication between Administrator and/or provider and the patient, if there is a delay to patient’s appointment time.


  • Provide accurate registration, collect patient demographic and financial information of patient arrivals in ePARC) in an efficient, customer-oriented manner. Confirm patient insurance and demographic information following protocol for updating (ePARC) information, distribute questionnaires, when appropriate, and collect co-payments following protocol for the collection of co-payments.

  • Monitor registration errors, complete missing registration data, reconcile and ensure accuracy of patient information to ensure reduction in billing rejections. Identify ways to reduce follow-up, repetitive, or corrective work.

  • Serve as a focal point for handling patient issues and serve as front-line problem solver.

  • Scheduling

  • Interact with patients, families, providers and other customers on the telephone and in person. Must demonstrate ability to efficiently route incoming calls, determine nature/urgency of the call, and handle appropriately. Must be able to communicate effectively and relay information correctly and efficiently in a complex medial environment. Will be crossed trained and work closely with other staff.

  • Responsible for scheduling new and follow up appointments.

  • Must be able to navigate EMR to document patient-related calls. Information must be concise, accurate and grammatically correct.

  • Coordinate appointments for testing, procedures or referrals to other clinic sites, follow-up missed appointments and cancellations, completes any correspondence or forms involved with appointment scheduling, schedules interpreters, schedules outside services to meet patient’s needs (e.g., transportation).

  • Financial Management

  • Reconcile daily appointment encounters data and identify and resolve discrepancies.

  • Clinic preparation and follow up

  • Obtain medical information, including referring physician offices, prior to clinic appointments, print labels. Obtain missing encounter sheets; monitors and completes registration data.

  • Contact insurance companies to obtain prior authorizations.

    • Using electronic verification systems accurately verify insurance information for future patient appointments at least one week prior to appointment.
  • Following (ePARC) protocols update insurances and certify verification.

  • Exercise independent judgment to identify appropriate location and reduce duplication of medical records.

  • May witness consent signing, escorting patients, may assist with clinical tasks, related to escorting patients to rooms and opening the encounter in eRecord.

  • Other duties

  • Work with Administrator to develop and implement efficiencies to increase accuracy of office functions. Identify and propose efficiencies for streamlining clinics, scheduling and patient flow.

  • Mail, copy, and other various duties as assigned.

Provide support for office including monitoring inventory of office supplies.


Associate’s degree in Medical, Secretarial or related field and a minimum of one-three years of relevant experience required; or an equivalent combination of education and experience. Medical Terminology, experiences with surgical/appointment scheduling software (such as Flowcast), and electronic medical records, preferred. Demonstrated customer relations skills required/preferred.

1-3 years of related work experience required

Ability to work effectively with individuals across all job levels. Flexible in approach and appreciates the demands of a fast-paced, constantly evolving division preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled