University of Rochester Outpatient Access Specialist in Rochester, New York


Full Time 40 hours Grade 007 Pediatrics Endocrinology




Position Summary:

Serves as a member of the team that provides an interdisciplinary approach to patient care which includes the divisions of Adolescent Medicine, Pediatric Endocrinology and Pediatric Infectious Diseases. Provides direction and assistance requiring working knowledge of the Division’s organization and procedures as well as those of complementing divisions. In addition to Outpatient Access Associate duties, coordinates functions associated with patient information processing for ambulatory care visits and acts as a resource to staff performing those functions. Monitors and assures that all functions are completed in an accurate, efficient, and customer friendly manner. Is proficient at use of Flowcast and eRecord systems and is a resource to new staff. The position will function as an Outpatient Access Specialist float to cover staffing shortages in the Department of Pediatrics.

Specific Responsibilities:

Schedules patient visits, registers patient demographic and insurance information, takes messages for faculty/staff, performs various other office duties, which include but are not limited to, review/comparison of clinic schedules with encounter form to check for completeness, obtain missing information from appropriate source prior to submission to Billing Office. Uses Flowcast, E-Record, On-Base. Answers phones and triages calls. Responsible for accurate and timely (within 24 hours of appointment) input of collected information into information systems and for billing office. Attends clinic, providing clerical support to providers as necessary, schedules follow up appointments for patients, ordering clinical supplies and maintaining inventory as necessary. Schedules procedures and coordinates appointments with other disciplines.

Acts as liaison to providers, patients, and their families to generate awareness of the programs and services that the Adolescent Medicine Division provides. Ensures complete, accurate, and timely information requests and necessary information received back from providers/patients prior to appointments; assists faculty and staff and serves as liaison to physicians and physician practices.

Provides assistance; exercises discretion and interpretive judgment in frequent and often stressful contacts with public and insurance companies surrounding need for prior authorizations, coverage for services, and coordination with available physicians. Relays information and exercises tact to maintain good relations. Provides clerical assistance completing forms, preparing on-call schedules, teaching schedules, confirming speaker appointments, sorting mail, typing reports (which may include meeting minutes), scanning records into patient files, and maintaining patient files with appropriate contact documentation. Coordinates inpatient admission process which may involve contacting insurance companies for authorization or other duties as requested by the physician or administration; representative for billing issues for the Divisions, seeking remedy with the physicians for questions that arise. Obtains appropriate and current referrals both inpatient and outpatient.

Assists faculty and staff on tasks as needed. Cross-trained to provide Outpatient Access Specialist support to Divisions of Pediatric Endocrinology, Adolescent Medicine and Infectious Diseases.

Serve as Department of Pediatrics’ Outpatient Access Specialist float to cover staffing shortages including off site location (GI/Nutrition Division).

Determines client eligibility for services based on defined protocols; assists clients/patients with completing screening tools such as GAP forms, release of information forms; serves as liaison to coordinate patient inquiries and coordinates referrals. Responsible for the security of confidential patient information and files, which includes, but is not limited to, materials that require scanning; faxes received regarding patient information; completing requests received for patient records.


High School diploma and 2.5 years related work experience; or an equivalent combination of education and experience. Medical terminology experience required. 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 patient, families and staff. Ability to act as a resource to less experienced staff and work collaboratively in multiple team environments. Accurate data entry into patient health records and Flowcast required. Proficiency in E-Record, On Base, scanning and Flowcast required. Master and Daily scheduling expertise a plus. Knowledge of MyChart policy and procedure required. High degree of people skills in dealing directly with patients, clinicians and other clinic personnel. Microsoft Word, Excel and Outlook required. Organizational skills, multi-tasking and the ability to work under pressure required. Must have excellent communication skills. The ability to work well independently and with a team is essential.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Outpatient Access Specialist

Location: Medical Faculty Group

Job ID: 210169

Regular/Temporary: Regular

Full/Part Time: Full-Time