Patient Access Coordinator

Performs advanced administrative work primarily for the Medical department as well as all Health & Performance departments including:
Sports Medicine, Performance Science, Nutrition, Mental Health & Wellness, Spiritual Wellness. With the assistance of the Medical Office Supervisor, troubleshoots problems and non-routine situations by determining the proper action to take through interpretation of protocols, policies, and practices. Manages the release and storage of medical records on a daily and ongoing basis (both physical and electronic) under the direction of the Medical Office Supervisor and/or Operations Manager.

Ensures correct completion of all consent forms required for each guest and communicates Medicare requirements, answering questions related to billing and usage of patient Medicare information. Recommends and schedules appointments within Health & Performance based on patient needs and/or preferences. Checks in and out all guest appointments, posts payments accurately including discounts, and completes itemized bill requests. This position reports to the Operations Manager.

• Medical Records Management: Maintains strict confidentiality, oversees the records room, ensures compliance, and establishes procedures for proper flow of charts to practitioners. Manages registration, filing, organization, and maintenance of medical records and documents (both paper and electronic). Performs record audits periodically, pulls charts for the following day’s services, and coordinates yearly record purges. Handles requests for records from insurance companies and guests, maintaining proper documentation of sent and received records.
• Scheduling: Coordinates with healthcare providers, guests, and other departments to schedule appointments via phone and in person. Implements complex scheduling adjustments for provider cancellations and changing needs. Responds to email, phone, and in-person requests, recommending and scheduling services across departments. Assists in maintaining providers’ schedules as directed.
• Administration: Acts as the first point of contact for guests in person and by phone, greeting by name and answering questions. Checks in guests, charges for appointments accurately, applies discounts correctly, and manages Medicare billing. Obtains necessary paperwork, authorizations, and explains patient portal setup.

The position requires 16 hours per week, including at least one weekend day and likely Mondays. Standard hours are from 8:00 AM to 5:00 PM.

Previous 1-2 years experience in a similar medical-related role preferred.