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City of Hope; Mission Hills (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

City of Hope is looking for a Patient Office Representative II in Mission Hills, California. The successful candidate will manage patient check-ins and check-outs, coordinate appointments, and handle insurance verifications. This role requires a high school diploma and two years of experience in a medical front office setting. Knowledge of medical terminology and EPIC EMR is preferred. A strong emphasis on customer service and administrative tasks is essential, all within a fast-paced clinical environment.

Qualifications

• Two years of medical front office experience in a clinic or hospital.
• Experience with Medical Terminology is required.

Responsibilities

• Check-in and check-out of patients for appointments.
• Troubleshoot patient information issues as needed.
• Schedule patient appointments and confirm them.
• Collect copays and ensure accurate payment reconciliations.
• Maintain patient demographics and insurance information.

Skills

Customer Service

Medical Terminology

Data Entry

Education

High school diploma or equivalent

Tools

EPIC EMR

Job description

Join the transformative team at City of Hope, where we're changing lives and making a real difference in the fight against cancer, diabetes, and other life‑threatening illnesses. City of Hope's growing national system includes its Los Angeles campus, a network of clinical care locations across Southern California, a new cancer center in Orange County, California, and treatment facilities in Atlanta, Chicago and Phoenix. Our dedicated and compassionate employees are driven by a common mission: To deliver the cures of tomorrow to the people who need them today.

The Patient Office Representative II is responsible for the check‑in and check‑out of patients on behalf of the department as well as other tasks in support of patient care activities, including utilizing telecommunications and computer information systems to create accounts, verify information and insurance, collect co‑pays, schedule, and re‑schedule complex appointments. This role requires independent judgement to successfully coordinate the scheduling and care of patients across multiple departments in alignment with patient experience initiatives. This position functions as an interface and information resource for patients, physicians, and staff. The Patient Office Representative II is patient oriented and performs a variety of clerical and administrative duties in support of the clinical teams. This position also performs other front office duties as required in a fast‑paced clinical environment.

As a successful candidate, you will:

Customer Service

• Receives and greets patients in a friendly manner.
• Promptly answers the telephone, directs calls, takes messages and responds to routine questions.
• Interacts with patients, family members and the public courteously and according to established standards.
• Maintains a positive image and delivers high customer service to patients, families, the general public, and all other City of Hope employees.
• Serves as a liaison between patients and support staff. Develops effective relationships with colleagues, physicians, providers, leaders, and other employees across the organization.
• Provides service recovery as needed, escalating complicated issues to a supervisor.
• Proactively coordinates appointments with other functional areas.

Registration

• Checks‑in patients for appointments and troubleshoots patient information issues as needed.
• Collects copays, properly reconciles payments, and prepares weekly deposits.
• Performs insurance verification functions and links authorizations to visits, tests, or procedures including enrolling patients in EPIC patient portal and taking patient photos for identification purposes within EPIC EMR.
• Ensures the patient chart has all the required paperwork prior to the patient’s appointment.
• Verifies and documents any changes to patient demographics and updates insurance at each visit.
• Ensures data is entered accurately for all patient demographic and insurance information.
• Maintains and applies current knowledge of insurance requirements when verifying eligibility and confirms authorization is secured prior to forwarding patients to service delivery areas; escalates unsecured financial accounts to management.

Scheduling

• Schedules all patient appointments (including hospital and office follow‑ups).
• Calls patients to confirm, cancel or reschedule appointments.
• Calls no‑show patients and follows policy for notification.
• Assists patients with telehealth technology.
• Provides prompt communication of schedule changes to appropriate individuals including supervisors and clinical staff.
• Assures that the correct pre‑registration visit encounter type is linked to the scheduled appointment.
• Completes referrals within EPIC EMR.

Quality Assurance

• Maintains appropriate level of productivity and accuracy for work performed based on department standards.
• Maintains thorough knowledge of policies, procedures, and standard work within the department to successfully perform duties on a day‑to‑day basis.

Administrative and Clerical tasks

• Responsible for sending and receiving packages from deliveries.
• Processes incoming and outgoing mail.
• Sends and delivers fax messages.
• Photocopies, scans, collates, and files documents.
• Maintains office inventory and equipment.
• Participates and attends all staff meetings.
• Assists the Manager with orientation of new employees and acts as an informal resource for colleagues with less experience.
• Follows established City of Hope and department policies, procedures, objectives, performance improvement, attendance, safety, environmental, and infection control guidelines, including adherence to the workplace code of Conduct and Compliance Plan.
• Practices a high level of integrity and honesty in maintaining confidentiality.
• Performs other related duties as assigned or requested.

Qualifications

Your qualifications should include:

Minimum Education

• High school diploma or equivalent

Minimum Experience

• Two years of medical front office in a clinic or hospital setting. Medical Terminology experience required.

Preferred Certification/Licensure

• EPIC EMR

City of Hope employees pay is based on the following criteria: work experience, qualifications, and work location.

City of Hope is an equal opportunity employer. To learn more about our commitment to diversity, equity, and inclusion, please click here.

To learn more about our Comprehensive Benefits, please click here.