Patient Access Operations Coordinator-Hospital

aah; Town of Grafton (WI); On-site; USD 32,000 - 47,000; Full time

Job summary

Advocate Health seeks a dedicated Patient Access Supervisor to oversee daily patient service operations, ensuring HIPAA compliance and accurate patient registration. You will lead staff, manage schedules, and support HR processes while guiding cash collections and insurance verification.

Ideal candidates bring strong communication, leadership, and healthcare knowledge, with 2+ years in related roles. The position emphasizes patient throughput, service excellence, and collaboration with clinical

Qualifications

• Demonstrates organizational values and behaviors with leadership and team-building skills.
• Strong communication and interpersonal abilities to explain policies and financial responsibilities.
• Analytical and problem-solving skills for operational improvements and planning.
• Ability to multitask, prioritize, and hit deadlines in fast-paced settings.
• Attention to detail ensuring compliance and quality in processes.
• Exceptional customer service and service recovery skills with professionalism.
• Knowledge of healthcare systems and HIPAA compliance.

Responsibilities

• Oversee daily operations of patient service areas to ensure efficiency.
• Educate and update staff on changes to policies and procedures.
• Manage supplies within budget and department needs.
• Assess staffing and coordinate with leadership; ensure policy compliance.
• Provide leadership and training to patient services staff.
• Create and adjust staff schedules for efficiency and throughput.
• Assist with financial processes including cash handling and deposits.
• Support HR functions like interviewing and onboarding.
• Ensure accurate patient registration and HIPAA compliance.
• Verify insurance coverage and explain patient obligations.
• Maintain HIPAA, EMTALA, and Medicare documentation.

Skills

Leadership

Communication

Analytical thinking

Multitasking

Attention to detail

Customer service

Healthcare knowledge

HIPAA compliance

Education

High school diploma or GED

Tools

EPIC

Insurance verification tools

Microsoft Office

Job description

Department:

10370 Enterprise Revenue Cycle - Grafton WI Arrival

Status:

Full time

Benefits Eligible:

Yes

Hou rs Per Week:

40

Schedule Details/Additional Information:

Hours: Availability between 07:00am and 07:30pm

Schedule: Monday through Friday with some occasional weekends based on department needs

Two rotating Holidays per year

Pay Range:

$22.90 - $34.35

Major Responsibilities

• Oversee daily operations of patient service areas to ensure departmental standards and efficiency are met.
• Educate and update staff on changes relevant to their roles, policies, and procedures.
• Manage supplies by ordering within budget guidelines and departmental needs.
• Assess staffing needs and communicate requirements to leadership; ensure compliance with personnel policies.
• Provide leadership and support to patient services staff, including training, orientation, work direction, and performance input.
• Create and adjust staff schedules for optimal efficiency and patient throughput, including breaks, meetings, and peak volume coverage.
• Assist with financial processes, including point-of-service collections, cash reconciliation, and bank deposits; monitor department work queues.
• Support HR functions, such as interviewing, onboarding, staff development, and resolving employee concerns.
• Ensure accurate patient registration, including demographic, insurance, and financial information; maintain HIPAA compliance and confidentiality.
• V erify insurance coverage and financial responsibility , explain obligations to patients, and refer to Financial Advocates when needed.
• Maintain regulatory compliance with HIPAA, EMTALA, Medicare notices, consent forms, and other required documentation; obtain signatures as needed.
• Deliver exceptional customer service, including greeting patients, answering inquiries, scheduling appointments, coordinating assistance , and fostering a welcoming environment.

Minimum Job Requirements

Education

High school diploma or GED.

Certification / Registration / License

None

Experience

Two years of experience in either Patient Access or any of the following related experience; general physician office support or billing office, insurance office, customer service/hospitality, or call center (any industry).

Knowledge / Skills / Abilities

• Demonstrates organizational values and behaviors, serving as a role model for Advocate Health's purpose and standards. Effective leadership and team-building skills, including delegation, motivating staff, managing priorities, and decision-making.
• Strong communication and interpersonal abilities, capable of explaining policies, procedures, and financial responsibilities to staff and patients.
• Analytical and problem-solving skills, including data collection and interpretation for operational improvements and planning.
• Ability to thrive in high-pressure environments, multitasking, prioritizing, and meeting deadlines independently in fast-paced settings.
• Exceptional attention to detail and accuracy, ensuring compliance and quality in all processes.
• Outstanding customer service and service recovery skills, maintaining professionalism and empathy in diverse situations.
• Technical proficiency with healthcare systems, including EPIC, insurance verification tools, patient liability estimation, Microsoft Office, and related technologies.
• Knowledge of medical terminology, insurance processes, and regulatory compliance, including HIPAA and applicable state/federal requirements.
• Ability to collaborate effectively with physicians, clinical teams, and patients, resolving issues and supporting patient care needs.

Physical Requirements and Working Conditions

May require travel, with exposure to weather and road conditions.

Respond promptly to patient emergencies occurring in clerical areas; CPR certification may be required based on location.

Notary licensure/training may be required depending on service line or facility.

Operate necessary equipment to perform job duties safely and effectively.

Work environment includes office and patient contact, with possible exposure to ill or contagious individuals.

Physical mobility and stamina, including frequent sitting/standing transitions, extended periods of standing or sitting, and ability to move throughout the workday.

Ability to lift and push/pull: frequently up to 10 lbs., occasionally 20 lbs. or more, and push/pull up to 50 lbs. with assistance.

Sensory and motor requirements, including clear speech, vision, hearing, touch, and fine motor skills for keyboard data entry; flexible scheduling and on-call availability may be required.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competiti