Patient Access Representative

Northshore Health Centers, Inc; Portage (IN); Hybrid; USD 21,000 - 32,000; Full time

Job summary

NorthShore Health Centers in Indiana is seeking a Patient Access Representative to be the first touchpoint for patients. You will answer calls, schedule appointments, verify demographics, and secure insurance details to ensure smooth visits.

You will explain financial requirements, HIPAA compliance, and eligibility for sliding fee or Medicaid, while coordinating with clinical teams. Strong communication and accuracy are essential; the role may offer hybrid scheduling.

Qualifications

• High School Diploma or equivalent required.
• Associate’s degree in Health Services or related field preferred.
• Two years of experience in a healthcare setting preferred.
• Excellent interpersonal and customer service skills.
• Proficient with Microsoft Office Suite and related software.
• Ability to understand laws, guidelines, and policies applicable to healthcare administration.

Responsibilities

• Answers incoming calls in a courteous and professional manner.
• Schedule appointments per guidelines and templates.
• Enter and update patient demographics, insurance, and contact information.
• Explain financial requirements, including insurance, sliding fee eligibility, and Medicaid enrollment.
• Educate patients on services offered by NorthShore Health Centers.
• Maintain HIPAA compliance and protect patient confidentiality.
• Assist with rescheduling and communicate with patients about next steps.
• Coordinate with clinical teams and internal referrals as needed.
• Attend required meetings and training sessions.

Skills

Analytical thinking

Customer service

Interpersonal skills

Problem solving

Time management

Attention to detail

Verbal communication

Written communication

Emotional intelligence

Ethical reasoning

Education

High school diploma

Associate’s degree in healthcare administration

Tools

Microsoft Office

Job description

Summary/ObjectiveThe Patient Access Representative serves as the first point of contact for patients and plays a key role in creating a positive patient experience. This position is responsible for scheduling appointments and ensuring accurate patient information is collected and documented. Patient Access Representatives work closely with clinical teams, Pre-Service Clearance, and Patient Service Representatives to ensure patients are scheduled appropriately, prepared for their visit, and informed of any requirements prior to approval.Essential FunctionsAnswers incoming calls in a courteous and professional manner, identifies the reason for the call, and directs non-scheduling inquiries to the appropriate department to ensure a positive patient experience.When scheduling appointments, ask appropriate questions to determine patient needs, visit type, and provider preference. Scheduling appointments in accordance with scheduling guidelines and templates.Consistently follows HIPAA policies and procedures to protect patient confidentiality during all patient interactions.Accurately enters and updates patient demographics, insurance, and contact information at the time of scheduling.Provides patients with clear guidance on financial requirements for their visit, including insurance, sliding fee eligibility, and Medicaid enrollment, to help ensure access to affordable care.Ensures all patient questions are addressed before ending the call and provides clear next steps when needed.Educates patients on available services offered at NorthShore Health Centers.Attends required meetings and training sessions.Maintains a working knowledge of department policies, procedures, and scheduling guidelines.Assists with rescheduling appointments as directed by the Senior Patient Access Representative or Patient Access Manager, ensuring timely communication with patients.Contacts patients to schedule appointments based on self-scheduling requests.Supports scheduling of internal referrals.Executes other verbal or written specific assigned tasks, requiring similar or lesser skills and abilities, some which are continuing while others are occasional in nature.*These essential functions are a summary of the primary duties and responsibilities of the position and are not intended to be a comprehensive listing of all duties and responsibilities. The position will include other duties as assigned and duties are subject to change at management's discretion.CompetenciesPlanning and strategic foresightResponsible Decision MakingIntegrity and accountabilityInnovation and creativityAdaptive and flexibleLeadership, teamwork, and conflict resolutionProfessionalism and work ethicEmpathyWork EnvironmentWork is performed in an office environment. Involves frequent personal and telephone contact with patients, physicians, and other healthcare personnel. Work may be stressful at times. Interaction with others is constant and interruptive. This role may be eligible for hybrid/remote opportunities, at the discretion of the Patient Access Manager.TravelTravel within Northshore locations will be rare for this position. Travel outside of Northshore locations will be rare for this position.Required Role QualificationsHigh School Diploma, Transcripts, or EquivalentPreferred Role QualificationsAssociate’s Degree in Health Services, Healthcare Administration, or related fieldTwo years of experience working within a healthcare settingRequired SkillsAbility to analyze situations and solve problems at strategic and tactical levelsExcellent interpersonal and customer service skillsAbility to comprehend, interpret, and apply the appropriate sections of applicable laws, guidelines, regulations, ordinances, and policiesAbility to acquire a thorough understanding of the organization's hierarchy, jobs, qualifications, compensation practices, and the administrative practices related to those factorsPracticed at organization and planningEmploy Critical thinking and problem solvingMaintains composure and operates with emotional intelligenceEthical reasoning and decision-makingStrong attention to detailReceptive and responsive to feedbackExcellent verbal and written communication skillsTime management, prioritization, and sense of urgencyProficient with Microsoft Office Suite or related software