Manager of Patient Access

Job Description

Job Description

Schedule: Full- Time | 80 hours/pay period | Monday to Friday 8:00 a.m. to 4:30 p.m.

Pay Range: $56,000 - $66,560/year (exempt), based on experience, qualifications, and location.

Why You’ll Love Working at Vivie

• Flexible scheduling, autonomy, and work-life support with modern technology that makes your day easier
• Competitive pay with employer-matched retirement, pay-on-demand options, and generous PTO + paid holidays
• Comprehensive health and wellbeing benefits
• Paid documentation time, plus mileage, drive time or car program options
• Career growth through scholarships, training, and professional development

As a Manager of Patient Access, you’ll lead the day-to-day operations of our patient access center, intake team, and medical records team, ensuring every client receives prompt, accurate, and compassionate service. This role is responsible for building strong referral partnerships, capturing high-quality client data, and supporting our home and community-based services.

As a Manager of Patient Access, you will:

• Team Leadership & Operations Overnight – Lead the daily operations of centralized intake and patient access for home and community-based services, while overseeing the medical records team and processes. Maintain strong connections with internal teams, clients, referral sources, and external partners to ensure seamless coordination and exceptional service.
• Referral Management & Intake – Ensure referrals from physicians, hospitals, and other sources are managed efficiently. Oversee timely collection of complete and accurate intake data and ensure smooth handoffs to clinical teams.
• Customer Experience & Inquiry – Field inbound calls and inquiries to assess needs and align individuals with the most appropriate Vivie service line. Lead customer service initiatives that create positive, lasting impressions.
• Medical Records & Order Management – Monitor the order cycle process for timeliness and accuracy. Ensure records are updated, tracked, and communicated to the care teams appropriately. Continually review workflows for efficiency and quality. Develop new procedures to enhance service delivery and intake effectiveness.
• Data Capture – Utilize EMR and CRM software to document and track referral and inquiry information. Follow up as needed to convert inquiries into active service lines and ensure meaningful engagement.
• Other Duties as Assigned – The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

This job also requires:

• Current Licensed Practical Nurse (LPN) license in the state of Minnesota preferred.
• 2 years of customer service experience required.
• At least 3 years of leadership experience preferred, especially within healthcare or community-based service.
• Knowledge of community-based healthcare services and referral networks is preferred.
• Proficiency in CRM systems to manage client interactions and track referrals.
• Excellent organizational, analytical, verbal and written skills.
• High computer literacy and the ability to adapt to various platforms and systems.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, visitors, and clients.

Additional Details:

• Employment Type: Salary, exempt
• Department: Administration
• Leadership Received: Senior Director Quality, Compliance & Revenue Cycle
• Division: HCBS
• Travel Requirements: No
• This role does include supervisory responsibilities.