PATIENT ACCESS REPRESENTATIVE - GLENVILLE

Job Description

Job Description

Patient Access Representative - Glenville Clinic

MHHS Enterprise Job Description

Department

Patient Access

Reports To

Patient Access Director

FLSA Status

Non-Exempt

Career Ladder

Patient Access Representative → Patient Access Lead → Patient Access Director

Position Summary

The Patient Access Representative serves as the initial point of contact for patients, families, visitors, providers, and staff. This position is responsible for patient registration, scheduling, insurance verification, admissions processing, collection of required demographic and financial information, appointment maintenance, payment collection, and customer service activities. The Patient Access Representative promotes accurate registration practices, protects patient confidentiality, supports revenue cycle integrity, and ensures a positive patient experience while maintaining compliance with organizational and regulatory requirements.

Essential Functions

• Register emergency department, outpatient, clinic, and inpatient visits.
• Obtain required demographic, insurance, authorization, and consent information.
• Maintain accurate patient records and update information at each encounter.
• Process admissions and related registration documentation.
• Prepare patient charts and registration records as required.

• Schedule, reschedule, and maintain patient appointments.
• Support coordination of return appointments and referrals.
• Assist patients with appointment-related questions and needs.

• Verify insurance coverage and eligibility information.
• Collect co-pays and other patient payments.
• Process receipts and payment documentation accurately.
• Prepare deposits and maintain payment records.
• Support Sliding Fee Program documentation and processing when applicable.

• Answer and route incoming telephone calls professionally.
• Provide courteous assistance to patients, visitors, and staff.
• Maintain a positive and professional environment.
• Address routine questions and concerns appropriately.

• Maintain confidentiality and protect patient rights.
• Ensure accurate completion of required documentation.
• Follow HIPAA, organizational policies, and registration procedures.
• Maintain records consistent with regulatory standards.

• Enter charges and process required reports.
• Distribute forms and documents appropriately.
• Maintain clean and organized work areas.
• Participate in required training and educational activities.
• Perform other duties as assigned.

Education & Experience

• High school diploma or equivalent.
• Basic computer skills and ability to navigate healthcare information systems.
• Strong customer service and communication skills.
• Ability to maintain strict confidentiality.

• Previous healthcare registration, scheduling, or medical office experience.
• Experience with electronic health record and scheduling systems.
• Knowledge of insurance verification and eligibility processes.
• Familiarity with HIPAA requirements and patient privacy regulations.

Enterprise Competency Assignments

The following competencies are assigned from the approved MHHS Enterprise Competency Dictionary. No Leadership competencies are assigned to this position, which is classified as a front-line operational role.

Competency

Category

Accountability

Organizational

Communication

Organizational

Customer Service

Organizational

Teamwork

Organizational

Adaptability

Organizational

Professionalism

Organizational

Organizational Values

Organizational

Job Knowledge

Operational

Quality of Work

Operational

Documentation & Compliance

Operational

Technology & Systems Utilization

Operational

Safety

Operational

Quality Improvement

Operational

Physical Requirements

• Frequent sitting, standing, walking, reaching, bending, and keyboard use.
• Ability to operate computers, telephones, and standard office equipment.
• Ability to move throughout assigned work areas.
• Visual and auditory ability sufficient to perform assigned duties.

Mental Requirements

• Ability to manage multiple priorities and interruptions simultaneously.
• Strong organizational and attention-to-detail skills.
• Ability to maintain confidentiality at all times.
• Ability to communicate effectively both verbally and in writing.
• Ability to work in a fast-paced patient service environment.

Working Conditions

• Medical office and healthcare environment.
• Frequent interaction with patients, families, providers, visitors, and staff.
• Exposure to changing priorities and workload demands.
• Extended periods of computer and telephone use.

Standard MHHS Disclaimer

This job description is intended to describe the general nature and level of work being performed by individuals assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Employees may be required to perform other job-related duties as assigned by management. All duties and responsibilities are subject to change to meet the needs of Minnie Hamilton Health System. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.