Patient Access Representative-Cy-Fair

Spring Branch Community Health Center; Cypress (TX); On-site; USD 34,000 - 46,000; Full time

Job summary

Spring Branch Community Health Center seeks a Patient Access Representative to act as the first point of contact for patients, handling check-in/check-out, verifying demographics and insurance, and supporting daily clinic operations.

The role requires excellent communication, attention to detail, professionalism, and strict adherence to HIPAA guidelines in a fast-paced healthcare setting. The candidate should be bilingual (English/Spanish) and ready to assist both patients and the clinical team.

Qualifications

• Bilingual in English and Spanish and strong communication skills are required or preferred.
• 1 year of medical office experience is required; 6 months of medical office customer service experience is preferred.

Responsibilities

• Greet patients and provide a welcoming, respectful environment.
• Respond to patient questions promptly and courteously.
• Observe waiting room and report illness or distress to clinical staff.
• Maintain HIPAA compliance and protect patient information.
• Review and update patient demographics and insurance information at visits.
• Schedule appointments and manage check-in/check-out tasks.
• Handle charges, collect copays or balances, and arrange follow-up appointments.

Skills

Bilingual in English and Spanish

Strong communication

Customer service

Education

High school diploma or GED

1 year of medical office experience

Job description

Summary

The Patient Access Representative serves as the first point of contact for patients and plays a key role in ensuring a positive, efficient experience. This position is responsible for welcoming patients, managing check‑in and check‑out processes, verifying insurance and demographic information, scheduling appointments, and supporting daily clinic operations. The role requires strong communication skills, attention to detail, professionalism, and adherence to HIPAA guidelines. The Patient Access Representative supports both patients and the clinical team by maintaining accurate records and providing exceptional customer service in a fast‑paced healthcare environment.

Qualifications

• High school diploma or GED
• Bilingual in English and Spanish
• 1 year of medical office experience (Required)
• 6 months of customer service experience in a medical office (Preferred)

Essential Duties and Responsibilities

• Patient Experience & Professionalism
  • Greet patients and provide a positive, welcoming, and respectful environment.
  • Respond to patient questions or concerns promptly and courteously.
  • Observe patients in the waiting room and report any apparent illness or distress to clinical staff.
  • Maintain strict compliance with HIPAA regulations and protect all patient information with complete confidentiality at all times.
• Patient Check‑In/Out & Verification
  • Ensure all patient demographic information is reviewed, verified, and updated at every visit.
  • Confirm insurance information, eligibility, and any necessary updates.
  • Ensure required documents are signed by the patient, collected, and scanned appropriately at the time of check‑in.
  • Manage check‑out tasks such as verifying charges, collecting copays or balances, scheduling follow‑ups, and answering patient questions.
• Scheduling & Communication
  • Schedule appointments according to clinic guidelines.
  • Communicate appointment policies clearly to patients.
  • Call patients to confirm appointments for the next day.
  • Answer phone calls in a courteous and professional manner.
  • Relay messages to clinical and administrative staff in a timely manner.
• Insurance & Billing Support
  • Follow all protocols for insurance updates to prevent claim errors and denials.
  • Accurately enter and verify insurance information and PCP assignment.
  • Attempt to collect copays, coinsurance, previous balances, and/or record charges.
  • Process any charge entries into the EMR system.
  • Clearly explain patient responsibility according to insurance benefits or sliding fee scale eligibility.
  • Scan and fax provider change form to the appropriate payer on the same DOS.
• Workflow Compliance
  • Complete all required tasks each shift without delegating duties to others.
  • Adhere to established processes, even during busy periods.
  • Maintain professionalism and accuracy in all data entry.
  • Travel to and provide coverage at other clinic locations as needed.
  • Participate in Compliance, Risk and Safety, Quality Assurance, and Performance Improvement Activities.