Patient Access Representative

Foundcare Inc; West Palm Beach (FL); On-site; USD 36,000 - 42,000; Full time

Job summary

FoundCare Inc. is seeking a Patient Access Representative to greet patients, collect and verify registration information, and coordinate with clinical staff. The role requires accurate data entry, insurance verification, and confidentiality compliant with HIPAA.

Responsibilities include checking in patients, collecting co-pays, processing forms, and ensuring a smooth front desk flow. Travel to other locations may be required as part of the role.

Qualifications

• Knowledge of patient registration tasks and front desk operations.
• Ability to communicate orally with or without an interpreter.
• Strong written English communication skills.
• Excellent customer service skills.
• Maintain strict confidentiality of patient, medical, and financial information per HIPAA.

Responsibilities

• Greet patients professionally to ensure a welcoming registration experience.
• Instruct patients to complete required medical forms accurately.
• Review and update patient accounts (address, phone, financial class).
• Enter and verify patient insurance information for accuracy.
• Process co-pays and deductibles at time of service.
• Handle prescription refill requests and route to provider's mailbox.
• Notify clinical staff when registration is complete for triage.
• Maintain HIPAA confidentiality and professional conduct.
• Float to support front desk operations as needed (phones, scheduling, check-in).
• Interact respectfully with patients and colleagues from diverse backgrounds.

Skills

Patient registration

Front desk operations

Communication skills

HIPAA compliance

Data entry

Confidentiality

Education

High school diploma or GED

Tools

Electronic billing systems

Job description

Description

Patient Access Representatives (PAR) must have a high level of professionalism, accuracy, and timeliness. Under direction of the Practice Manager, the PAR will not only be helpful to patients but other staff members. The PAR must ensure patient’s registration is completed accurately and thoroughly. Once patients have completed the registration process, the PAR will alert the medical assistant and/or phlebotomist that the patient is ready for clinical triaging.

PRIMARY PURPOSE:

ESSENTIAL JOB FUNCTIONS:

• Promote the mission, vision, and values of FoundCare.
• Greet patients professionally and ensure a welcoming registration experience.
• Instruct patients to complete required medical forms accurately and thoroughly.
• Review and update patient account information, including address, phone number, and financial classification.
• Collect, review, and enter patient insurance information, verifying accuracy and completeness.
• Scan and upload all required registration documents into the system.
• Collect and process co-pay deductibles at time of service.
• Manage prescription refill requests faxed from external facilities and route them to the appropriate provider's mailbox.
• Upon completion of registration, notify the medical assistant and/or phlebotomist electronically that the patient is ready for clinical triage and direct the patient accordingly.
• Maintain strict confidentiality of all patient information in accordance with HIPAA regulations and FoundCare policy.
• Communicate workflow issues and concerns promptly to the Practice Manager or Medical Director, addressing interpersonal conflicts professionally and constructively.
• Float to support front desk operations as needed, including answering phones, scheduling appointments, and checking patients into the system.
• Interact respectfully and effectively with patients and colleagues from diverse cultural backgrounds.
• Comply with all FoundCare policies, procedures, and standards of care.
• Perform other duties as assigned.

Requirements

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of patient registration task and front desk operations.
• Ability to orally communicate effectively with others, with or without the use of an interpreter.
• Ability to communicate effectively in writing using the English language, with or without the use of auxiliary aids or services.
• Excellent customer service skills.
• Ability to maintain strict confidentiality of all patient, medical, and financial information in compliance with HIPAA regulations.
• Ability to review, understand, and apply concepts presented in training programs, conferences, and/or professional literature.
• Clear understanding that FoundCare, provides information on educating individuals on safer sex practices which would include but not be limited to, exposure to explicit language, explicit printed material, and descriptions of explicit sexual activities as part of the agency’s mission in the prevention and transmission of HIV disease.
• Knowledge of community/insurance programs.
• Ability to complete documentation and data entry accurately and efficiently in electronic systems.

PHYSICAL REQUIREMENTS:

• Ability to endure short, intermittent, and/or long periods of sitting and/or standing in performance of job duties.
• Full range of body motion required. Position requires reaching, bending, and handling objects with hands and/or fingers, talking and/or hearing, and sight.
• Ability to lift and carry objects weighing 25 pounds or less.
• Accomplish job duties using various types of equipment/supplies, e.g. pens, pencils, calculators, computer keyboard, telephone, etc.
• Ability to travel to other FoundCare locations and perform job duties.
• Ability to travel to other locations to attend meetings, workshops, and seminars, plus travel to other FoundCare departments and FoundCare conference rooms.

MINIMUM QUALIFICATIONS:

• High school diploma or GED.
• Possess 1-2 years of office/clerical skills.
• Outstanding customer service skills and the ability to interact and work with diverse populations.
• Capable of high-volume data entry.
• Experience in medical records and electronic billing systems.
• Health insurance verification experience.
• Previous cash posting and accounts receivable experience preferred.
• This role is not eligible for visa sponsorship.