Patient Access Specialist - REI/Fertility - Bozeman

Patient Access Specialist

You'll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet Recognition consecutively since 2006.

And you'll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine! You can make a difference here.

Billings Clinic is a community-owned, not-for-profit, physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic and how we are recognized nationally for our exceptional quality.

We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more.

Billings Clinic is proud to be recognized for nursing excellence as a Magnet-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years.

All new employees must complete several pre-employment requirements prior to starting.

Shift: Day, Weekends

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours every two weeks (Non-Exempt)

Starting Wage DOE

Patient Access Specialists are vital in ensuring efficient patient flow and initiating the revenue cycle. These positions are responsible for delivering exceptional customer service by registering patients, gathering required demographic and insurance data, collecting time of service payments, and scheduling appointments. This role requires attention to detail and a strong understanding of how inaccurate or incomplete information can affect clinical operations and billing processes.

• Serve as the first point of contact for patients and visitors, creating a welcoming and professional environment while upholding Billings Clinic's values and service expectations.
• Accurately register patients for services by collecting and verifying demographic, insurance, financial, and consent documentation; ensure data integrity for billing and clinical purposes.
• Schedule and coordinate appointments across multiple specialties and service lines, following clinic-specific protocols and communicating clear instructions for visit preparation.
• Verify insurance eligibility and benefits, obtain prior authorizations when required, and document payer responses using tools such as Experian.
• Collect patient payments, including time of service payments, deposits, and outstanding balances; post transactions in real-time and reconcile daily cash drawers according to clinic policy.
• Educate patients on financial obligations, available payment plans, and use of online tools such as the My Billings Clinic patient portal to enhance access and engagement.
• Ensure compliance with HIPAA and regulatory requirements, including presenting and explaining consent forms, privacy notices, and provider-based billing information.
• Review and correct registration errors daily using audit tools and worklists; proactively identify and resolve discrepancies that may delay care or impact billing.
• Collaborate with clinical teams, billing departments, and external partners to facilitate patient access, clarify registration or authorization needs, and coordinate timely service.
• Demonstrate professional communication skills in all interactions, including in-person, phone, email, and electronic health record documentation.
• Support workflow efficiency and provider productivity by minimizing registration delays, optimizing appointment slots, and adapting to schedule changes or patient needs.
• Contribute to department quality and performance goals through participation in continuous improvement efforts, service recovery, and staff training (as applicable by level).
• Adhere to downtime and emergency protocols, ensuring accurate manual registrations and maintaining patient access operations during system outages.
• Use and maintain proficiency in multiple electronic systems, including Cerner, Experian, Microsoft Office, and web-based applications to support daily tasks.
• Supports and models behaviors consistent with Billings Clinic's mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Education

• Minimum High School or GED High school diploma or equivalent
• Preferred Other Some college coursework or healthcare-focused classes (e.g., medical terminology, office practices), preferred

Experience

• One year customer service experience; healthcare preferred

Billings Clinic is Montana's largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana.

Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.