Office Coordinator

Chesapeake Regional Healthcare; Chesapeake (VA); On-site; USD 21,000 - 26,000; Full time

Job summary

Chesapeake Regional Healthcare is seeking a Patient Access Specialist to greet patients, guide them through scheduling their imaging, and help manage their financial responsibilities. You will verify identities, collect payments, and ensure forms are completed and scanned correctly, supporting a smooth patient experience.

The role requires attention to detail in registration, insurance verification, and coordination with departments to prepare exam orders and records.

Qualifications

• High School Diploma or GED required.
• Competency in medical terminology preferred.

Responsibilities

• Greet all patients entering the facility and assist as needed.
• Verify patient identity and purpose of visit.
• Ensure patients complete forms and have insurance/ID cards scanned.
• Assist with paperwork including demographics, HIPAA and financial forms.
• Ensure patients review and sign required authorizations.
• Update departments with accurate registration/order information.
• Collect and record patient payments; discuss payment options and ABNs.
• Maintain orderly reception area and assist with scheduling workflows.
• Coordinate with transportation and prepare paperwork for next day exams.
• Attend hospital orientations and support flexible scheduling for patient care.

Education

High School Diploma or GED

Competency in Medical Terminology

Job description

Summary

Schedule, greet and guide the patient through their imaging experience. A Patient Access Specialist reports directly to their Lead and assists the patient with scheduling, pre-screening, understanding their financial responsibility, discussing payment options, and checking in for their exam. They also assist with obtaining records from their date of service. Knowledge of each department is necessary to work in this area.

Essential Duties And Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis. Any other duties as needed to drive to the vision fulfill the mission and abide by the values of the organization.

• Greet all patients entering the facility. Assist patients as needed by using wheelchair, etc.
• Verify identity and purpose for their visit.
• Ensure that all patients complete necessary forms in a timely manner and that a copy of their current insurance and identification cards are obtained, verified, corrected if needed and scanned in. Provide assistance with paperwork and instructions, if needed.
• Administer special forms as required: Demographics, HIPAA Compliance & Financial Forms.
• Ensure that patient completely reviews and signs Patient Safety Questionnaire and all other necessary authorizations.
• Review the patient’s answers on the forms to ensure the patient is cleared for the exam. Inquire and ask for details.
• Update and ensure that all departments received required patient registration/script/order information. If missing, enter referring physician’s information. Check the script and all pertinent information for accuracy.
• Collect and record patient payments to ensure accurate accounting. Discuss monthly payment agreements and ABNs (for Medicare).
• Count petty cash every opening and closing shift. Reconcile daily payments every evening for Billing Department.
• Assist with incoming phone calls as necessary and transfer appropriately.
• Call “no shows” or rescheduled appointments. Clean out the pending folder.
• Maintain accurate documentation of all film and CD transfers. Instruct the patient to sign out films and CDs. Document the patient chart and scan the sign out form into the patient chart.
• Ensure that reception area is neat and orderly at all times. Replace expired magazines for new magazines. Tidy the tables and chairs.
• Contact patient transportation when necessary.
• Assemble paperwork packets for the next day exams. Paperwork packets should be assembled based on scan.
• Pertinent previous exams, studies, labs, films and reports should be present prior to or at the time of scheduled exam. If not, inquire from patient when and where previous studies are. Notify supervisor or pull applicable studies from online site.
• Check previous day’s paperwork to ensure the electronic version is saved prior to destroying the original.
• Document and distribute CT preparation kits.
• Assist in Scheduling, Entering Orders and all other functions related to a Registrar.
• Attend required hospital-wide orientations, meetings, and in-services
• Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care

Summary

Schedule, greet and guide the patient through their imaging experience. A Patient Access Specialist reports directly to their Lead and assists the patient with scheduling, pre-screening, understanding their financial responsibility, discussing payment options, and checking in for their exam. They also assist with obtaining records from their date of service. Knowledge of each department is necessary to work in this area.

Essential Duties And Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis. Any other duties as needed to drive to the vision fulfill the mission and abide by the values of the organization.

• Greet all patients entering the facility. Assist patients as needed by using wheelchair, etc.
• Verify identity and purpose for their visit.
• Ensure that all patients complete necessary forms in a timely manner and that a copy of their current insurance and identification cards are obtained, verified, corrected if needed and scanned in. Provide assistance with paperwork and instructions, if needed.
• Administer special forms as required: Demographics, HIPAA Compliance & Financial Forms.
• Ensure that patient completely reviews and signs Patient Safety Questionnaire and all other necessary authorizations.
• Review the patient’s answers on the forms to ensure the patient is cleared for the exam. Inquire and ask for details.
• Update and ensure that all departments received required patient registration/script/order information. If missing, enter referring physician’s information. Check the script and all pertinent information for accuracy.
• Collect and record patient payments to ensure accurate accounting. Discuss monthly payment agreements and ABNs (for Medicare).
• Count petty cash every opening and closing shift. Reconcile daily payments every evening for Billing Department.
• Assist with incoming phone calls as necessary and transfer appropriately.
• Call “no shows” or rescheduled appointments. Clean out the pending folder.
• Schedule walk in X-Ray patients.
• Maintain accurate documentation of all film and CD transfers. Instruct the patient to sign out films and CDs. Document the patient chart and scan the sign out form into the patient chart.
• Ensure that reception area is neat and orderly at all times. Replace expired magazines for new magazines. Tidy the tables and chairs.
• Contact patient transportation when necessary.
• Assemble paperwork packets for the next day exams. Paperwork packets should be assembled based on scan.
• Pertinent previous exams, studies, labs, films and reports should be present prior to or at the time of scheduled exam. If not, inquire from patient when and where previous studies are. Notify supervisor or pull applicable studies from online site.
• Check previous day’s paperwork to ensure the electronic version is saved prior to destroying the original.
• Document and distribute CT preparation kits.
• Assist in Scheduling, Entering Orders and all other functions related to a Registrar.
• Attend required hospital-wide orientations, meetings, and in-services
• Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care

Education And Experience

• Minimum Required Education: High School Diploma or General Education Degree (GED)
• Preferred Education: Competency in Medical Terminology
• Experience: No experience necessary, on the job training required upon hire.