Patient Access Representative

Virginia Commonwealth University Health; Fredericksburg (TX); On-site; USD 23,000 - 33,000; Full time

Job summary

Virginia Commonwealth University Health seeks a Patient Access Representative to deliver high-quality service for patients and families. You will handle reception, scheduling and registration, verify insurance, collect co-pays, and support financial counseling.

This role requires accurate data entry, familiarity with EMR systems, and strong interpersonal skills to coordinate with medical staff and patients.

Qualifications

• Education: High School Diploma or equivalent.
• Education Preferred: Associates or Bachelor’s Degree in Healthcare Administration or related field.
• Experience using computers, Microsoft Office and web-based platforms.
• Experience Preferred: Medical insurance, HMO, managed care, and EMR/registration systems.
• Knowledge of medical terminology.

Responsibilities

• Greet patients and answer calls with courteous, professional service.
• Register patients, schedule appointments, and coordinate procedures.
• Verify insurance eligibility and collect co-pays per policy.
• Provide pre-payment guidance and explain payment expectations.
• Document all interactions in patient records and manage referrals.

Skills

Customer service

Data entry

Computer literacy

Microsoft Office

EMR systems

Education

High School Diploma or equivalent

Associates or Bachelor’s Degree in Healthcare Administration or related field

Tools

Medical records software

Scheduling platform

Job description

The Patient Access Representative delivers high-quality customer service to patients of all ages, their families, visitors, medical staff, clinicians and co-workers, ensuring all interactions are courteous, timely and respectful. The Patient Access Representative handles all business functions in an assigned clinical department area to include reception, scheduling, and registering patients for appointments and/or procedures. This position also secures the appropriate patient information; ensures that registration data is correct and accurate; validates insurance eligibility, ensuring accurate data entry; collects co-pays, and supports financial counseling and financial clearance, as necessary.

Essential Job Statements

Greet Patients/Answer Telephone Provides exceptional customer service by welcoming patients and visitors in a friendly, professional, and respectful manner. Ensures individuals are respected and informed, communicating clearly and effectively, and utilizing appropriate language resources as needed. Assists with traffic flow in and out of the clinic as needed. Addresses patient needs promptly, and maintains a courteous, professional tone at all times.

Co-payment Collection & Registration Data

Collects all patient co-payments and deposits accurately per payer, following department guidelines. Verifies and updates registration data, including demographic and insurance information. Copies and records insurance information per department standards. Follows department policies for cash handling, including cash reconciliation and deposit preparation.

Referral Management

Verifies insurance coverage and understands requirements for HMO, managed care, government and private plans. Secures required referrals/authorizations and links them correctly in the referral module. Obtains needed referrals and authorizations before scheduled procedures, tests, injections and surgeries. Communicates plan-specific referral/authorization requirements to patients and providers. Provides pre-payment guidance for self-pay patients and offers financial assistance. Prepares cost estimates, explains payment expectations and documents all interactions in the patient account.

Appointment Scheduling, Lab & Test Order Entry

Correctly schedules clinic appointments through the medical records software/communication platform. Transcribes physician orders accurately and completely (i.e. lab test, ancillary test) and records them in the appropriate system(s) according to the physician’s instructions and VCUHS policy. Coordinates the collection of pre-operative testing and paperwork, where appropriate.

Patient Record/Verify Registration Data

Maintains proficiency in all aspects of patient medical record keeping in an organized manner. Assists in preparation of the chart before the patient visits. If applicable, assists in breaking down the chart at the completion of the patient’s visit. Ensures that all patients arrived in the appointment scheduling system before the end of the appointment day. Where appropriate, appointments are documented as no-shows or cancellations before the end of the appointment day. Obtains signatures and completes the required forms including those from managed care and other insurance plans.

E-Documents Management & Scanning

Obtains and scans all appropriate patient medical documentation.

Miscellaneous Responsibilities

Notifies supervisor of issues involving violation of VCUHS policies or procedures. Performs other duties as assigned and/or participates in special projects to support the mission of VCUHS and department.

Patient Population: N/A

Employment Qualifications

Education Required: High School Diploma or equivalent

Education Preferred: Associates or Bachelor’s Degree in Accounting, Finance, Business Administration, Healthcare Administration or closely related field from an accredited program.

Licensing/ Certification

Licensure Required: N/A

Licensure Preferred: N/A

Certification Required: N/A

Certification Preferred: N/A

Minimum Qualifications

Years and Type of Required Experience: Demonstrated experience using computers, Microsoft Office applications, and web-based platforms

Experience Preferred: Work experience with medical insurance, HMO, managed care, electronic medical billing/order entry/registration systems, and appointment scheduling. Previous work experience in a healthcare setting, and knowledge of medical terminology.

Other Knowledge, Skills and Abilities Required

Able to perform daily activities with minimal supervision: being self-directed in the accomplishment of routine activities.

Other Knowledge, Skills and Abilities Preferred

Depending on assignment, may be required to work off-shifts and/or weekend and holidays.

Working Conditions

Periods of high stress and fluctuating workloads may occur. General office environment. May have periods of constant interruptions. Prolonged periods of working alone.

Physical Requirements

Physical Demands: Lifting/ Carrying (0-50 lbs.), Push/ Pull (0-50 lbs.), Stoop, Kneel, Squat, Crawling, Climbing, Balance, Bending

Work Position: Sitting, Walking, Standing

Additional Physical Requirements/ Hazards Physical Requirements: Manual dexterity (eye/hand coordination), Perform shift work, Hear alarms/telephone/tape recorder, Repetitive arm/hand movements Hazards: N/A

Mental/Sensory – Emotional

Mental/Sensory: Strong Recall, Reasoning, Problem Solving, Hearing, Speak Clearly, Reading, Logical Thinking Emotional: Fast pace environment, Able to Handle Multiple Priorities, Frequent and Intense Customer Interactions, Able to Adapt to Frequent Change

Compensation Range

Compensation Range: $16.75 - $24.12 Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

Compensation Range: $16.75 - $24.12 Actual salary offers will be based on several key factors to include relevant work experience, credentials, and qualifications.

EEO Employer/Disabled/Protected Veteran

EEO Employer/Disabled/Protected Veteran

Who We Are

Inventing better care, day by day by discovery Sound outrageous? It absolutely is. Sound impossible? That’s never stopped us before. Sound like hard work, intense research, collaboration with experts around the world, sheer brainpower meets unrelenting willpower? That’s. Exactly. Right. We’ll do whatever it takes to offer the best in care and empower the best in quality of life. And it’s an approach that works - whether it’s a patient who undergoes a new, life-saving procedure or a clinical researcher who finds promise in a new cancer treatment, exciting new medicine is happening at VCU Health. We have it all:

• One college and four health sciences schools
• An academic medical center
• A Level I trauma center
• One of only two NCI-designated cancer centers in Virginia
• The region’s only full-service children’s hospital
• More than 800 physicians in 200 specialties
• With a community health center, dedicated research teams, facilities and valued partners in every field

Our medical teams are top notch. And we’re not too shy to boast of internationally known physicians, some recognized as the best in the country, top-ranked local specialists and all-around all-stars at every level. From our very first years to our most recent advancements, we are driven to learn more, dig deeper, teach passionately and never rest in order to be a true leader in discovering what’s possible in health and recovery. We are a comprehensive system of care and a pioneer of health. Read VCU Health Year In Review for more about our accomplishments.