Patient Access Representative

Patient Access Representative

Excel Medical Imaging is seeking an organized, dependable, and patient-focused Patient Access Specialist to join our outpatient diagnostic imaging practice in New Port Richey, Florida.

This is a hybrid administrative position primarily responsible for front-desk operations and patient scheduling, with secondary responsibilities supporting insurance authorizations and medical billing. The Patient Access Specialist will be cross-trained to assist patients throughout the administrative portion of their care—from initial scheduling and registration through insurance verification, authorization follow-up, payment collection, and resolution of basic billing issues.

This position requires regular weekend availability. The employee will normally be scheduled for at least one weekend day each week and may occasionally be scheduled for both Saturday and Sunday based on practice coverage needs. Remaining work hours will be scheduled during the week.

The ideal candidate communicates professionally, works accurately in a fast-paced environment, and is comfortable moving between patient-facing responsibilities and detailed administrative work.

Primary Responsibilities – Front Desk and Scheduling

• Welcome patients and provide courteous, professional front-desk assistance.

• Answer, screen, and route incoming telephone calls.

• Schedule and reschedule diagnostic imaging examinations and procedures.

• Review physician orders for completeness, including the examination requested, diagnosis, laterality, and referring-provider information.

• Obtain and accurately enter patient demographics, insurance information, and appointment details.

• Provide patients with examination-specific preparation instructions, arrival requirements, and necessary paperwork.

• Register and check in patients and obtain required identification, insurance cards, signatures, and forms.

• Confirm appointments and follow up on missed or cancelled appointments.

• Coordinate schedule changes with patients, technologists, clinical staff, and referring offices.

• Identify scheduling or order discrepancies and obtain clarification before the appointment.

• Scan, index, and maintain patient documents accurately.

• Collect copayments, deductibles, self-pay charges, and outstanding balances when applicable.

• Protect patient confidentiality and comply with HIPAA and practice policies.

Secondary Responsibilities – Authorization Support

• Verify insurance eligibility and available benefit information.

• Determine whether prior authorization or additional clinical documentation may be required.

• Submit or assist with authorization requests using payer portals, telephone systems, and established practice workflows.

• Monitor pending authorization requests and follow up with insurance carriers and referring offices.

• Document authorization numbers, effective dates, approved services, and payer communications accurately.

• Identify authorization problems that may affect an appointment and escalate them promptly.

• Communicate with patients and referring offices regarding missing orders, clinical records, or authorization-related information.

• Assist with rescheduling or escalation when authorization cannot be obtained before the scheduled examination.

Secondary Responsibilities – Billing Support

• Review demographic, insurance, and registration information for accuracy before billing.

• Assist with correcting rejected registrations, coverage discrepancies, and basic claim-information errors.

• Collect and document patient payments according to practice procedures.

• Explain basic account balances and payment requirements without making guarantees about insurance coverage.

• Route complex coding, claim, denial, refund, or payment-plan questions to the appropriate billing representative or manager.

• Assist with obtaining missing information needed to submit or correct claims.

• Support billing follow-up, document requests, and other revenue-cycle projects as assigned.

Qualifications

• High school diploma or equivalent required.

• Previous medical front-desk, patient-access, scheduling, insurance-authorization, or billing experience preferred.

• Diagnostic imaging, radiology, or specialty medical-office experience strongly preferred.

• Familiarity with medical terminology, health insurance, prior authorizations, and patient financial responsibility preferred.

• Strong computer, telephone, data-entry, and multitasking skills.

• Excellent attention to detail and ability to follow established procedures.

• Professional verbal and written communication skills.

• Ability to remain composed when handling anxious patients, scheduling conflicts, payer issues, or competing priorities.

• Ability to recognize problems, obtain clarification, and escalate issues appropriately.

• Ability and willingness to work at least one weekend day each week.

• Availability to work both Saturday and Sunday when required by practice coverage needs.

• Flexibility to accommodate reasonable changes in the assigned schedule based on patient volume and staffing needs.

• Reliable attendance and punctuality are essential.

• Bilingual English/Spanish communication is beneficial but not required.

Success in This Position

Success will be measured by accurate scheduling and registration, professional patient service, timely identification of missing orders or authorizations, accurate payment collection, complete documentation, reliable attendance, and the ability to provide effective cross-department support.

Compensation

$21–$27 per hour, depending on relevant medical-office, scheduling, authorization, billing, and diagnostic-imaging experience.