Outpatient Access Specialist

Rochester, NY


The OAS will schedule clinic visits and Echo procedures for the Children Heart’s Center, supporting both inpatient and outpatient populations. Scheduling is coordinated through the patient phone line and community referrals. Supports check in/check out activities also. Provides customer service and clerical support. Works closely with other OAS staff, administration, providers, and patients and families.


Reception and Registration


  • Greet patients to initiate positive ambulatory experience, identify healthcare provider to be seen, direct patients to next destination, obtain electronic signatures as needed, obtains patient photo, identify and assess patients’ special needs (e.g.,interpreters).

  • Provide constant vigilance of waiting area ensuring no patient waits unduly long providing communication between Tech/Nurse Station 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 eRecord in an efficient, customer-oriented manner. Confirm patient insurance and demographic information following protocol for updating patient 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 reduce billing rejections. Identify ways to reduce follow-up, repetitive, or correctivework.

  • Using eRecord work daily schedule, prepare paperwork and enter standard test orders in the Electronic Medical Record (EMR). Organize in respective folder. Notify Tech/Nurse station of all infection controlled flagged patients scheduled for the day.

  • Serve as a focal pointforhandling patient issues and serve as front-lineproblem solver.

Management of Insurance Prior Authorization

  • Research type of visit/procedure/medication that requires insurance prior authorization

  • Obtains necessary CPT billing codes, Diagnosis codes, supporting clinical documentation

  • Generates/processes/completes electronic or verbal insurance authorization

  • Notifies Provider/Nurse of issues or denials prior to patient appointment

Clinic Preparation

  • Using eRecord, review to prepare for clinic patients; review and identify patients in need of reminder calls, identify and resolve issues in preparation for future clinics.

  • Prepare weekly Reports gathering patient clinical information to be discussed in Provider Conferences prior to the patient’s scheduled procedure that week. Attention to detail is required to ensure the most recent clinical data is included on the Report.

  • Scan documents via On-Base to eRecord daily.

Financial Management

  • Reconcile daily eRecord Cash Drawer at the end of the day for each clinic and balance cash drawer. Identify and resolve discrepancies.

  • Reconcile reports with encounter forms and ensure all charges are captured. Work directly with Office Manager to ensure billing is accurate prior to submission to Central Billing Office.


  • Provide cross coverage for other staff members in the Clinic. Provide checkout support; schedule procedures, follow up appointments and appointments with other specialty referrals internal and external to Medical Center; coordinate multiple visit appointments to reduce return visits resulting in increased customer satisfaction.

Other Clerical Duties

  • Perform miscellaneous tasks as assigned by Supervisor such as medical records management, maintain logs and census reports.


  • 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 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 patients, families and staff. Ability to act as a resource to less experienced staff. Demonstrated ability to type accurately on office equipment. Demonstrated customer relations skills. Medical office/clinic experience preferred. Demonstrate skill and efficiency in use of EMR. Demonstrate ability to type accurately and prioritize assignments.

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: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007
Schedule: 8 AM-4:30 PM