Access Representative, Napa

CommuniCare+OLE; Napa, Northern (CA, KY); Hybrid; USD 33,062,000 - 40,763,000; Full time

Benefits offered by this job

Medical, Dental, Vision coverage

PTO 18 days + 1 float holiday

5 Holidays + 1 Float Holiday

403(b)/retirement matching

Tuition reimbursement

Life & Accidental Insurance

HSA employer contribution

Job summary

CommuniCare+OLE is hiring an Access Representative I for our South Napa, CA site. You will greet patients, manage check-in, and support scheduling and insurance verification to ensure smooth patient flow.

The role emphasizes accurate data entry into EMR, courteous patient service, and adherence to privacy rules. Bilingual skills and CPR certification are highly valued, with a supportive team and growth opportunities.

Qualifications

• Education: High School Diploma or GED required.
• Entry-level position; one year of healthcare experience preferred.
• Bilingual in English/Spanish/Dari/Punjabi/Vietnamese strongly preferred; CPR certification.
• Strong analytical and problem-solving skills and attention to detail required.
• Data entry skills, Microsoft Office, and EMR experience preferred.

Responsibilities

• Demonstrates exceptional customer service when greeting patients in person or by phone.
• Accurately inputs patient data into EMR before saving.
• Screen insurance eligibility and refer self-pay patients to Eligibility Specialist.
• Answers calls promptly and logs encounters for accuracy.
• Schedules appointments and pre-registers patients; confirms appointments.

Skills

Customer service

Data entry

MS Office

EHR systems

Analytical skills

Problem solving

Teamwork

Education

High School Diploma or GED

Tools

Electronic Health Records (EMR)

Job description

SUPERVISORY RESPONSIBILITIES (does this position have direct reports): YES NO

LOCATION: South Napa, CA off Hartle Court

PAY RANGE: $24.21 to $29.59/hr, depending on years of experience

SCHEDULE: Monday to Friday, 8am to 5pm(Some Saturdays)

About CommuniCare+OLE Established in 2023, CommuniCare+OLE is the result of a union of two health centers with a deep roots in their respective communities and reputations for providing high-quality primary care to all, regardless of insurance or ability to pay: OLE Health of Napa and Solano Counties and CommuniCare Health Centers of Yolo County. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally-qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting, and community and school-based programs. BENEFITS Medical, Dental, Vision CoverageEmployer covers 90% of employee medical, dental and vision premium and 50% of dependent premium18 days of PTO (Vacation & Sick)10 Paid Holidays + 1 Float Holiday2% employer match with employee 4% Contribution 403(b) retirement planTuition Reimbursement of up to $2,000 per Calendar Year for part-time and full-time employees (prorated per Full-Time Equivalent)Life & Accidental Insurance CoverageEmployer contribution for Health Savings Account

JOB SUMMARY/OVERVIEW: The Access Representative I works under the Access Supervisor with a team of administrative, clinical and program staff members to perform a variety of patient services responsibilities. The Access Representative I is responsible for greeting patients in person or on the phone and driving a positive patient customer service experience. The Access Representative will maintain a safe and clean reception area by complying with procedures, rules, and regulations and will also be responsible for maintaining continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.

CommuniCare+OLE provides an inclusive workplace that promotes and values diversity and life experience.

CommuniCare+OLE encourages people of all backgrounds to apply including, but not limited to, Black, Indigenous Peoples,

people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, individuals of

all ages and religions, and individuals who have been affected by the legal system.

YOU ARE WELCOME HERE.

***The following reflects requirements and essential functions of this position but does not restrict tasks that may be assigned. Essential functions include basic job duties, core elements, or fundamental responsibilities that an employee must perform to hold the position. Employees must be able to perform these essential functions with or without reasonable accommodation (accommodation may be requested). Duties and responsibilities are not all-inclusive, and they may be assigned or reassigned to this job at any time, due to reasonable accommodation or any other reason. ***

MINIMUM POSITION REQUIREMENTS: EDUCATION, EXPERIENCE, SKILLS/TRAINING

Education: High School Diploma or General Education Degree required.

Experience/Lived Experience: Entry level position; one year of experience in a healthcare setting preferred.

Special Skills/Training: Bilingual in English/Spanish/Dari/Punjabi/Vietnamese strongly preferred. Must certify and remain current in CPR certification.Strong analytical and problem-solving skills and attention to detail required.Data entry skills, Microsoft Office, and Electronic Health Record system preferred.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• 1. Demonstrates exceptional customer service skills including greeting patients in a kind, compassionate and courteous manner; responds effectively to patient questions; manages multiple priorities and heavy patient workloads with patience and confidence.
• 2. Accurately inputs patients data in full on their records before saving onto EMR system
• 3. Makes use of designated script and protocol to screen patients for insurance eligibility; refer all self pay patients to Eligibility Specialist prior to scheduling a follow-up visit; place calls to patients prior to appointment in order to confirm eligibility.
• 4. Answer all telephone calls in a timely, efficient, and courteous manner leading to high patient satisfaction; takes accurate and comprehensive encounters at all times using the designated message form.
• 5. Schedules patient appointments with providers and provides accurate information to patients regarding a wide variety of programs and services; pre-registers all patients; places reminder calls to patients to confirm appointments.
• 6. Accurately charges patients without funding sources according to the CommuniCare+OLE sliding scale; Collects cash and credit payments from patients; assures that all monies are counted and balanced with receipts at the end of the designated shift.
• 7. Enforces patient privacy and confidentiality guidelines with all clients; ensures that all protected health information is out of view of other patients at all times, and is secure when work shift has ended; Ensures that all protected health information is disposed of in the proper manner when required.
• 8. Carries tablet to greet and direct patients at entrance when appropriate.
• 9. Completes the check in process and registers patients for their appointments.
• 10. Provides assistance during training of the new staff.
• 11. Schedule appointments as needed, according to policies and guidelines
• 12. Capture patient demographic information, insurance information, structured data into Electronic Health Records with each patient encounter, scan all forms into Electronic Health Records as applicable and appropriately change check in status
• 13. Verify insurance eligibility through proper insurance variation systems and updating payor codes
• 14. Ensure required forms are completed and signed; provide assistance to patients in completion of applicable forms
• 15. Collect and post co pays, payments, existing balances, and provide necessary receipts
• 16. Reconcile monies with day sheet detail report and ensures safe keeping of all cash, checks and credit cards transactions received
• 17. Prompt follow up of telephone encounters/recalls/appointment request
• 18. Open incoming mail and process or direct as appropriate.
• 19. Keep log of all patients given Presumptive Eligibility and submit to State on a weekly basis (Perinatal Services only)
• 20. Follow managed care procedures, as applicable to obtain authorization for services in order to ensure payment and reduce denials.
• 21. Attends routine department meetings, in service trainings, and other meetings as required to maintain professional growth and comply with the organization policy
• 22. Verify accuracy of information, obtain necessary consents, and documentation on all patients upon registration and scheduling.
• 23. Responsible for greeting patients professionally on the phone or in person and driving a positive and personal patient/customer service experience.