Patient Access Associate

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Responsible for obtaining Personal Health Information (PHI) for all Kent patients in a timely, professional and caring manner. This information, entered into the Hospital’s Information and Clinical Systems, includes demographic and financial information that will be used by all departments within the hospital. Assists in maintaining financial integrity of the hospital through the verification of patient insurance information via online communication with payers, appropriate collection of co‑payments at time of registration, and management of the daily operations related to patient bed assignments.

• Greet and receive patients and visitors, assist in comforting and interacting with patients and their families, and communicate with police and rescue personnel where applicable.
• Obtain complete and accurate PHI required to properly register patients into the Hospital Information and Clinical Systems (Patcom and Affinity) in a timely manner with minimal inconvenience or frustration to the patient. Explain financial requirements and other regulatory mandates to the patient in a professional and caring manner.
• Communicate with physicians’ offices to ensure accuracy of information needed to appropriately schedule and register a patient.
• Obtain signatures for consent to surgery/treatment, financial responsibility, and all other required authorizations.
• Collect insurance co‑payments for Emergency Department visits and Out‑Patient Services; when appropriate, collect co‑payments, deposits, and deductibles during the registration process.
• Organize test results, registration and medical forms for inclusion in the patient’s permanent medical record.
• Create daily reports to identify registration schedules and distribute them to appropriate areas.
• Assist in maintaining financial integrity of the hospital through verification of patient insurance information via the SSI system.
• Scan insurance cards, physician orders and important documents into the SSI Optical Imaging System.
• Explain and issue regulatory‑required information such as HIPAA Notice of Privacy Practices, Important Message to Medicare Patients, Medicare Advance Beneficiary Notice, and Advance Directive Information.
• Manage the daily operation relative to patient bed assignments using the Electronic Bedboard and Bed Tracking system. Coordinate the various components of patient bed assignment, including determining appropriate nursing units for all post‑operative, emergency department transfers, and direct admissions into the hospital. Ensure operating rooms are not stopped due to unavailability while preventing ED diversion due to bed unavailability. Liaise with physicians, Nursing ED and Outpatient Surgery to resolve bed assignment issues and coordinate the daily Bed Management meeting.
• Continuously monitor transactions in Patcom and Affinity to maintain an accurate daily hospital census in both systems.
• Consistently maintain a courteous, helpful, and professional manner with all staff, patients and their families, promoting customer service in daily interactions.
• Perform all other related duties as assigned.

A high school diploma and a minimum of two years of job‑related experience or equivalent are required. A certificate in medical terminology and strong oral communication skills are preferred. Exceptional patient‑relation and customer‑service skills are critical. A minimum typing speed of 40 words per minute and a working knowledge of personal computers, with the ability to utilize multiple applications within an environment, are required.

Experience in a medical office or customer service is preferred.

Care New England Health System and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center—are trusted organizations fueling the latest advances in medical research, attracting the nation’s top specialty‑trained doctors, and honing renowned…