Patient Access Associate

Job Title

Patient Access Associate

Valley Family Medicine Clinic, Renton, WA

Valley Family Medicine (Clinic Network)

Full Time, 40 hours per week (FTE:
1)

Salary Range:
Min $22.17 - Max $37.05/hr (DOE)

The Patient Access Associate is responsible for scheduling services in hospital and clinic services using inbound and outbound call handling and MyChart requests. Additional duties include scheduling, pre‑registration, insurance verification, registration, check‑in (admission of patients), estimates, payment collections, check‑out, and scheduling in‑person services in their respective departments.

• High School Graduate or equivalent (G.E.D.) required.
• Minimum one year front office experience in a physician office or hospital access department.
• Proficiency in scheduling, registering, using multi‑line phone systems, Electronic Medical Record systems, and working with several software programs simultaneously.
• Keyboarding proficiency of 35 words per minute.
• Computer experience in a Windows‑based environment.
• Excellent verbal, written, and listening communication skills.
• Excellent customer service skills.
• Knowledge of medical terminology and abbreviations; ability to spell and understand commonly used terms preferred.

• Inbound and outbound scheduling, pre‑registration, insurance verification, registration, check‑in, estimates, payment collections, check‑out, and in‑person service scheduling.
• Schedule services for hospital and clinic services, confirming referrals are complete and accurate.
• Use EPIC to gather necessary scheduling information (patient acuity, snap board, patient WQ’s, ancillary orders). Coordinate resources external to EPIC ensuring prerequisites are completed.
• Request additional information from referring offices as required for complete and accurate scheduling and reimbursement.
• Confirm insurance coverage and inform patients of benefit limitations, especially when out of network.
• Conduct patient appointment check‑in, confirming financial clearance, updating patient information, directing patients, and answering questions.
• Generate patient estimates and follow POS collection guidelines to determine liability before service. Accept payments, document in HIS, and provide receipts.
• Perform financial clearance checks; refer unresolved cases to FA or management.
• Complete MyChart scheduling for appointment requests and direct scheduled appointments.
• Utilize patient and referral WQ’s to ensure active account work and complete documentation.
• Adhere to department protocols, standard workflows, and VMC registration standards.
• Receive, distribute, and respond to mail, faxes, and office inboxes per department standards.
• Deliver excellent customer service throughout each interaction, providing first‑call resolution when possible.
• De‑escalate upset patients using key words and resolution options.
• Apply patients‑first principles to identify or create patient records accurately.
• Ensure accurate and complete insurance registration, verifying eligibility and updating as needed.
• Review work queues for incomplete tasks and resolve errors before patient arrival.
• Scan necessary documentation (photo , insurance cards, referrals, authorizations).
• Monitor office supplies and equipment, ordering as required.
• Other duties as assigned.

• Effective interaction with patients, peers, and providers at all times.
• Access, analyze, and adhere to departmental protocols, policies, and guidelines.
• Provide clear verbal and written instructions.
• Demonstrate compliance standards adherence.
• Excellent customer service skills throughout interactions.
• Effective verbal and written communication.
• Active listening and needs analysis to determine appropriate actions.
• Maintain calm and professional demeanor.
• Show empathy and tactful interaction.
• Communicate effectively with all age groups.
• Analyze and solve complex problems requiring research and creative solutions.
• Document per procedural template requirements and enter data while talking with callers.
• Utilize third‑party payer/insurance portals to identify coverage and eligibility; detailed knowledge of providers and…