Patient Access Specialist: Closing Date - 11/9/26

Patient Access Specialist: Closing Date - 11/9/26

Ponca Health Operations Full Time NO 101-630 Omaha, NE, US

Salary Range: $15.65 To $24.94 Hourly

Position:

Patient Access Specialist

Division:

Department:

Operations

Reports To:

Patient Access and Benefits Supervisor

Location:

Omaha

Exempt/Non-Exempt:

Non-Exempt

Grade 6 ($15.65 - $24.94)

Classification:

Summary:

The Ponca Tribe of Nebraska is a federally recognized Tribe with its ancestral homeland located in Niobrara, NE. The Tribe does not have a reservation in the classic definition; rather, the Ponca Restoration Act defined its jurisdiction as a ‘Service Delivery Area’ comprised of 15 counties throughout parts of Nebraska, Iowa, and South Dakota. Within its Service Delivery Area, the Tribe offers a broad range of health, social, educational, and cultural services.

The Patient Access Specialist provides patient registration, appointment scheduling, telephone support, patient assistance and routine medical records services with respectful, culturally responsive service to patients and caregivers. This position maintains accurate information in Aprima, Dentrix and other approved systems, as applicable to the service and coordinates with clinical staff, Patient Benefits Coordinators, billing and Purchased/Referred Care (PRC). All Patient Access Specialists share the same core responsibilities across the Omaha, Lincoln and Norfolk clinics, with service specific duties taught and assigned according to location needs. Daily assignments and coverage are coordinated by the Patient Access and Benefits Supervisor. Patient Access serves as a central point for patient registration, scheduling, check in and administrative information across PHS clinical services, including medical, dental, behavioral health, chiropractic, orthopedics, physical therapy and other services offered at each location.

Essential Responsibilities and Duties:

• Welcome patients and caregivers, assist with check-in and check-out under clinic procedures, explain registration requirements and help maintain an orderly flow of patient care.
• Manage appointment requests received by telephone, in person, through the patient portal or other approved channels. Schedule, confirm, cancel and reschedule appointments using established provider guidelines, Aprima templates and approved instructions, including telehealth visits as assigned.
• Answer and route calls and messages promptly. Direct symptoms and clinical questions to appropriate clinical staff and follow established emergency procedures without independently assessing clinical urgency.
• Complete and update patient registration through interviews and approved correspondence. Verify demographic and contact information and obtain required identification, forms, consents and signatures.
• Obtain and document tribal affiliation and verify enrollment through approved sources, including Tribal enrollment departments. Refer unresolved eligibility questions to the appropriate staff.
• Collect, verify and update insurance and alternate resource information using approved verification methods. Refer patients needing coverage applications, renewals or benefits counseling to the Patient Benefits Coordinator.
• Scan, index and route identification, insurance cards, registration forms and other documents to the correct patient chart and designated staff. Review entries for accuracy and completeness.
• Process routine medical records requests and correspondence within assigned access and authority. Verify required authorizations and follow release of information procedures; refer complex requests or privacy questions to designated records or compliance staff.
• Use Aprima, Dentrix and other approved systems, as applicable to the service to enter, retrieve and maintain patient demographic, registration, insurance and administrative information. Complete assigned registration and scheduling reports and promptly address errors or missing information.
• Coordinate with clinical, benefits, billing and PRC staff to resolve registration and scheduling issues. Notify the supervisor of barriers to patient access or disruptions in services.
• Complete registration, scheduling, check-in, insurance verification and administrative document processing for clinical services as trained and assigned, based on the needs and services offered at the employee’s location. Cross trains to provide additional departmental or cross clinic coverage as appropriate.
• Provide culturally respectful patient service, maintain patient confidentiality and follow HIPAA and PHS privacy, security and records procedures. Attend required training and team meetings and recommend workflow improvements to the supervisor.
• Maintain a calm, respectful approach when assisting anxious or upset patients, caregivers and visitors. Use trained verbal de-escalation techniques and seek supervisor or appropriate staff support when needed.
• Assist with onboarding and training new Patient Access staff by demonstrating established workflows, providing hands on guidance and supporting consistent practices under the direction of the Patient Access and Benefits Supervisor.
• Perform other related duties as assigned by the Patient Access and Benefits Supervisor.

Relationships and Authority:

This position has no supervisory duties and reports directly to the Patient Access and Benefits Supervisor. Patient Access Specialists perform administrative functions within assigned authority and refer clinical decisions, benefits determinations and PRC determinations to the responsible staff.

Working Environment and Physical Demands:

Physical requirements include carrying/lifting up to 5 pounds, frequently; up to 10 pounds, regularly; and up to 25 pounds, occasionally. Visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to drive an automobile and operate computer keyboard and basic office equipment; subject to carrying, lifting, twisting and reaching to perform essential job functions. Working conditions are primarily in an outpatient clinic and office environment with occasional travel to other locations. At times staff may be required to work with patients/clients who are in crisis and demonstrate empathy, understanding, respect, and advocacy while remaining calm in stressful situations

Qualifications:

Minimum:

• High school diploma or GED.
• Two years of office experience in an outpatient clinic, medical practice, patient access, health insurance, billing or a related setting.
• Strong attention to detail, organization, customer service, and written and oral communication skills; ability to respond calmly to difficult interactions.
• Computer proficiency and ability to learn and accurately use electronic health and dental record systems and Microsoft Office applications.
• Successfully pass required drug and alcohol testing and education, character and criminal background checks.
• Able and willing to travel as assigned.

Preferred:

• Associate degree in medical office administration or a related field.
• Experience with registration, scheduling, insurance verification or medical records; experience with Aprima or Dentrix.
• Valid driver’s license and insurability.
• One year of experience working with Native Americans or Native American organizations. Knowledge of Tribal health services and Indian health programs.

PHS Category:

Designation:

Specify:

Low/Moderate/High

Moderate

Annual Credentialing

Yes/No

No

Aprima/Dentrix/ScriptPro/Other

APRIMA

Preference will be given to Ponca Tribe of Nebraska members or members of a federally recognized tribe. However, all qualified individuals are eligible.

The Ponca Tribe of Nebraska is an at-will employer.