Patient Access Coordinator II

Kids for the Future; Huntsville (AL); On-site; USD 22,041 - 31,684; Full time

Job summary

Kids for the Future in Huntsville, AL, seeks a diligent Patient Access Clerk to manage appointments, collect patient data, and process payments across clinics. This role reports to the Patient Access Manager with dual supervision from the Clinic Manager in satellite sites.

Essential duties include insurance eligibility, demographic updates, ROI/compliance, and portal enrollment. Strong HIPAA knowledge, cash handling, and friendly patient interaction are required to ensure HRSA standards and

Qualifications

• High school diploma or GED and 1 year of clerical experience in a medical environment.
• Experience with HIPAA-compliant data entry and patient data management is preferred.
• Ability to manage cash, billing and insurance processes accurately.

Responsibilities

• Conduct insurance eligibility and intake, including financial assistance interviews and copay/payment discussion.
• Schedule, cancel and reschedule appointments per guidelines and patient requests.
• Enter and update patient demographics in EMR and CAREWare; record encounters and obtain IDs/insurance cards.
• Obtain ROI, HIPAA consents; scan documents into EMR and maintain records.
• Answer calls, route mail, document communications, and track telephone encounters.
• Ensure services align with HRSA standards and collect data for reporting (UDS).
• Arrange interpreter, transportation, or special needs prior to appointments.
• Greet patients professionally and enroll them in patient portals (Healow).
• Reconcile cash drawer and prepare end-of-day deposits; handle satellite clinic duties.
• Review next-day appointments and remind patients; address questions about insurance and billing.
• Obtain patient satisfaction surveys; explain policies for no-shows and payment plans.
• Maintain accurate records and ensure all services scheduled are completed before checkout.
• Reconcile Ryan White funds as payer of last resort and manage client needs.
• Attend team meetings and participate in quality improvement initiatives.
• Travel to satellite clinics as needed; cover meetings and seminars.
• Fax and track medical records requests; ensure receipt.

Skills

HIPAA knowledge

Ryan White knowledge

Bookkeeping basics

Cash handling

Communication skills

HIV basics

Interpersonal skills

Team collaboration

Education

High school diploma or GED

Tools

Microsoft Office

eClinical Works

CAREWare

Healow Agent

Job description

• Base Pay $16.52 - $23.28 / Hour
• Employee Type FT Non-Exempt

Description

This position is responsible for managing patient appointments, patient information and payment processing through accurate and timely data entry. This position will have dual supervision when working in a satellite clinic: time and attendance will fall under the Clinic Manager and all duties below will fall under the Patient Access Manager.

Requirements

Knowledge, Skills, and Abilities

• Knowledge of HIPAA laws.
• Knowledge of Ryan White or other grant requirements.
• Knowledge of basic bookkeeping
• Knowledge of the procedures and practices for receiving, disbursing and depositing cash.
• Ability to deal with the public in a tactful and courteous manner.
• Knowledge of the basics of HIV transmission, disease process and prevention .
• Ability to communicate effectively.
• Ability to establish and maintain effective working relationships with others.

Software Access

• Microsoft Office
• eClinical Works
• CAREWare
• Healow Agent

Join Me

Minimum Qualifications

• A high school diploma and one year of clerical experience in a medical environment.

A GED may substitute

Duties and Responsibilities

• 1. Conduct insurance eligibility and intake process to include financial assistance interviews. After collecting all required documentation, explain insurance benefits, copay obligations, service fee requirements per sliding fee scale to patients: collect copays/fees post to patient EMR account.
• 2. Schedule/cancel/reschedule all appointments according to patient request and/ or scheduling guidelines including those requested through Healow or EMR portal.
• 3. Ensure that all required patient demographic information is entered and updated as required in both EMR and CAREWare. Enter all medical encounters into CAREWare. Obtain photo ID, insurance cards and take patient photos using the kiosk for medical record.
• 4. Ensure that Release of Information (ROI), HIPPA and Patient Consent are obtained on all patients, updated as needed and scanned in the patient’s Electronic Medical Record (EMR). Scan all medical records and lab documents into EMR for clinic.
• 5. Answer multiline telephones, route calls and mail/correspondence to appropriate depts. Document patient communication and assign telephone encounters from answering service messages from the day prior.
• 6. Ensure services provided are in accordance with HRSA designation standards.
• 7. Assist in collecting structured data for UDS reporting
• 8. Arrange for special patient needs prior to the appointment date/time; interpreter, wheelchairs, transportation, etc.
• 9. Ensure patients are greeted in a professional manner.
• 10. Enroll all patients in patient portal, Healow app and instruct patient on Kiosk use.
• 11. Ensure patient has received all services scheduled for before checking out.
• 12. Ensure that Ryan White funds are the payer of last resort while fulfilling the needs of the clients.
• 13. Review patient appointments for the following clinic day, make reminder calls.
• 14. Respond to questions/issues related to patient insurance and bills.
• 15. Obtain patient satisfaction survey on all patients
• 16. Explain patient policy and procedures to patient for no shows, payment plans, etc.
• 17. Reconcile cash drawer to ensure accuracy and prepare the drop at end of each day.
• 18. Travel is required to attend meetings, seminars and to cover satellite clinics as needed.
• 19. Fax all medical records requests and follow-up to ensure receipt of requested records.
• 20. Participate in quality improvement projects as directed by manager.
• 21. Attending team meetings.
• 22. All other duties assigned by supervisor

Summary

This position is responsible for managing patient appointments, patient information and payment processing through accurate and timely data entry. This position will have dual supervision when working in a satellite clinic: time and attendance will fall under the Clinic Manager and all duties below will fall under the Patient Access Manager.