Patient Access Coordinator

Vynca Inc.; Phoenix (AZ); Remote; USD 42,000 - 62,000; Full time

Job summary

Vynca Inc. is seeking a Patient Access Coordinator to be the first point of contact for patients, families, providers, and health plans.

You will own inbound calls and end-to-end referrals, coordinate intake, and prepare referrals for EMA outreach, ensuring nothing falls through the cracks and HIPAA compliance. The role requires an associate degree or medical/business office training, 2+ years in a high-volume setting, healthcare experience, and bilingual English/Spanish.

Qualifications

• Associate degree or medical/business office training preferred.
• 2+ years in a high call volume role (e.g., call center, medical front office, patient access).
• Healthcare experience required.
• Experience in palliative care, home health, hospice, discharge planning, or safety-net hospital settings preferred.

Responsibilities

• Serve as the primary point of contact for inbound calls, meeting targets and flagging staffing risks.
• Assess caller needs and route or warm-transfer to the correct department on first contact.
• Escalate to triage per protocol.
• De-escalate distressed callers and involve supervisor or clinician as needed.
• Own direct referrals end to end, including intake, scheduling support, and handoff to EMA for outreach.
• Document call and intake details in real time; maintain databases and contact lists.
• Manage voicemails, callback queues, and after-hours messages.

Skills

Healthcare experience

Bilingual English/Spanish

Strong communication

Multitasking

Google Workspace

Salesforce

EHR systems

Education

Associate degree

Medical/business office training

Tools

Google Workspace

Salesforce

Telephony

EHR systems

Job description

Join the dynamic journey at Vynca, where we're passionate about transforming care for individuals with complex needs. We’re more than just a team; we're a close-knit community. Our shared commitment to caring for each other and those we serve is what sets us apart. Guided by our unwavering core values: Excellence, Compassion, Curiosity, and Integrity, we forge paths of success together. Join us in this transformative movement where you can contribute to making a profound difference every day. At Vynca, our mission is to provide comprehensive care for more quality days at home.

About the job

The Patient Access Coordinator is Vynca's front line — often the first voice a patient, family member, provider, or health plan hears. This role owns every inbound call and, separately, owns direct referrals end to end (from providers, hospitals, facilities, and community partners) through intake and prep, then hands the fully prepped referral to EMA for direct outreach. MIF list referrals are out of scope for this role. The ideal candidate is warm and calm under pressure, catches clinical red flags, and keeps calls and referrals moving without anything falling through the cracks. At this time we are only considering applicants in the following states with a strong preference for those EST based: California, Arizona, Colorado, Florida, Georgia, Illinois, Nevada, North Carolina, Oregon, Texas, Utah and Washington.

What you'll do

• Serve as the primary point of contact for inbound calls, meeting call answer rate and service level targets, and flagging volume or staffing risks to the Shared Services Manager.
• Assess each caller's need and route or warm-transfer to the right department the first time; identify clinical trigger words and escal…
• Escalate to triage immediately per protocol.
• De-escalate distressed or upset callers, and know when to involve a supervisor or clinician.
• Own direct referrals end to end (providers, hospitals, facilities, community partners); MIF list referrals are out of scope.
• Complete intake for each direct referral — pre-admission assessment, scheduling support, and documentation — then hand off the fully prepped referral to EMA for direct outreach.
• Document call and intake details accurately in real time; maintain databases, logs, census sheets, and contact lists.
• Manage voicemails, callback queues, and after-hours messages within established timeframes.
• Meet call handling and referral prep targets; follow scripts and quality standards; participate in coaching, team meetings, and huddles.
• Maintain strict HIPAA compliance, and perform other duties as assigned.

Your experience and qualifications

• Associate degree or medical/business office training highly preferred.
• 2+ years in a high call volume role (i.e call center, medical front office, patient access, and/or or intake/admissions).
• Healthcare experience required.
• Experience in palliative care, home health, hospice, discharge planning, or safety-net hospital settings, highly preferred.
• Proven de-escalation skills with distressed or grieving callers, and the judgment to know what to escal…
• Ability to recognize clinical trigger words after training (no license required); clinical fluency from training or experience alongside SWs, RNs, MAs, chaplains, or scribes a plus.
• Strong multitasker across phone, documentation, and multiple systems; reliable attendance; comfortable with Google Workspace, Salesforce, telephony, and EHR systems.
• Cultural competency and working knowledge of HIPAA, with the ability to manage difficult conversations involving serious illness, grief, and/or end of life care.
• Willing and able to work Monday-Friday 8:30-5pm EST with occasional evenings/weekends.
• Bilingual (English/Spanish) required.

Background Screening

Background Screening: A background check, which may include a drug test or other health screenings depending on the role, will be required prior to employment.

Vaccination Requirement

Vaccination Requirement: Employees in patient, client, or customer-facing roles must be vaccinated against influenza. Requests for religious or medical accommodations will be considered but may not always be approved.

Employment Eligibility

Employment Eligibility: Compliance with federal law requires identity and work eligibility verification using E-Verify upon hire.

Equal Opportunity Employer

Equal Opportunity Employer: At Vynca Inc., we embrace diversity and are committed to fostering an inclusive workplace. We value all applicants regardless of race, color, religion, age, national origin, ancestry, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, veteran status, disability, genetic information, citizenship status, or membership in any other protected group under federal, state, or local law.

Environmental Conditions and Physical Requirements

Works with Vynca patients/clients remotely and/or in-person.

Successfully performs the essential duties and responsibilities of the position through the use of physical activities as described below:

• Regularly requires sitting, standing, walking, talking, use of hands, listening, and observing.
• Regularly requires working at a computer for an entire shift (with appropriate breaks).
• Regularly requires use of laptop and video-conferencing technology.
• Occasionally requires reaching, stooping, bending, kneeling, and lifting items weighing 25 pounds or less.
• Occasional travel may be required to perform job duties, attend training, or company events.