Patient Access Scheduling Coordinator

Socket.dev; Biltmore Forest (NC); On-site; USD 25,000 - 35,000; Full time

Job summary

MAHEC seeks a Patient Access Scheduling Coordinator to support scheduling across all clinics and patient accounts. You will verify insurance, collect demographics, and ensure necessary paperwork is completed to prepare patients for visits.

This role involves direct interaction with patients and collaboration with clinical staff. The coordinator will manage registrations, ROI forms, and pre-visit paperwork, while handling calls and referrals, ensuring a smooth patient experience and efficient

Qualifications

• High school diploma or equivalent; two years ambulatory experience preferred.
• Experience in a medical office/clinical environment preferred.
• Strong communication and organizational skills required.

Responsibilities

• Schedule patient appointments across MAHEC clinics and specialty groups.
• Verify insurance and demographics; collect and review required documents.
• Obtain and review legal documentation for Risk review.
• Collect demographics and insurance information; screen for sliding scale.
• Answer phones, monitor voicemails, and manage appointments calendar.
• Prepare and deliver pre-visit paperwork and ROI forms to patients.
• Coordinate payments over the phone and complete registrations.
• Assist in orientation and process-improvement initiatives; float within Pre-Visit Planning.

Skills

Communication Skills

Decision Making

HealthCare Knowledge

Interpersonal Skills

Organizational Values

Problem Solving

Education

High school diploma or equivalent

Tools

Allscripts

Microsoft Office

Job description

JOB SUMMARY:

Patient Access Scheduling Coordinator will serve patients by supporting timely, efficient, and successful scheduling for all MAHEC clinics, all while providing excellent patient experience. They will assist the patient in preparing for their appointment at MAHEC through creating and managing patient accounts, verification of insurance and demographics and ensure the proper paperwork has been completed and assess if new paperwork is needed. This position works directly with the patients.

SPECIFIC RESPONSIBILITIES:

• Schedule patient appointments across all MAHEC clinics
• Schedule patient appointments for MAHEC specialty groups
• Obtain and review patient's legal documentation related to decision‑making for Risk review
• Reschedule cancelled patients
• Process incoming and internal referrals
• Send registration forms electronically to patient
• Collect all necessary patient demographic information
• Collect and verify all insurance information, screen all patients for sliding scale
• Determine if medical interpreter will be required for patient visit
• Prepare and deliver appropriate pre‑visit patient paperwork, including Request of Information (ROI) form
• Collects patient payments over the phone
• Answer phones, checks voicemails, monitors phone volume
• Monitors appropriate electronic health record inbox and provides follow‑up
• Participates in orientation of new staff
• Participate in process improvement of new and existing workflows
• Float within Pre‑Visit Planning functions as needed

KEY COMPETENCIES:

• Communication Skills

Effectively and respectably communicate with other individuals, whether it be a colleague, patient, or patient’s family member and appropriately enumerate information in a manner easily understood by all parties. We do this to foster a culture of understanding between all parties, especially in complex and difficult situations, to ultimately provide the best care possible to our patients and their families.

• Decision Making

Ability to make the most appropriate decision in a given situation and then taking the next steps to ensure appropriate and timely completion. This requires conflict resolution skills, critical thinking skills, confidence in your ability to make the right decision in most situations. This also includes ability to prioritize your workday appropriately to ensure the most important tasks are completed on time.

• HealthCare Knowledge

Having the drive to keep yourself abreast and up to date on the new breakthroughs in your area of expertise and communicating them to the rest of the team, as appropriate. This also includes keeping up with your licensure and yearly training requirements within your area expertise along with MAHEC’s organizational training. Finally, the ability to apply the depth of knowledge maintained and gained through this process in real life scenarios as appropriate.

• Interpersonal Skills

Showing the ability to meet difficult situations with grace, professionalism, and understanding. Within your area of expertise, showing respect and showing empathy where appropriate with your colleagues, patients, and their family at all times, even when its most difficult to do so. This is done, in part, by effective listening, being your authentic self, showing responsibility and dependability, and being patient with others.

• Organizational Values

Adherence to MAHEC’s founding principles and incorporating them every day. This includes, among others, having integrity and accountability, reverence for other cultures and equitable practices, ability to manage change, and displaying a clear understanding of organizational dynamics. Doing these things creates a culture where people want to do the best for each other and gives personal ownership towards the goal of helping people in their time of need.

• Problem Solving

Having an analytical mind and ability to work autonomously to solve complex problems that may arise. The wherewithal to think logically through a difficult problem and come to an appropriate resolution for a given issue. This helps to drive continuous improvement by thinking through where we can improve in a novel way. Measures success by understanding where we are currently and where we want to go and then applying those new ideas to affect positive change.

SPECIFIED SKILLS

• COMPUTER
  • Excellent skills in Microsoft Office including Word, Excel, PowerPoint, and database applications required.
  • Advanced skills in a Medical Office Management software program, preferably Allscripts.

• FOREIGN LANGUAGE
  • Spanish-speaking skills preferred.

PHYSICAL DEMANDS

• Sedentary - Very light energy level: Lift 10 lbs box overhead, Lift and Carry 15 lbs, Push/Pull 20 lbs cart.

EDUCATION AND EXPERIENCE

• MINIMUM QUALIFICATIONS:
  • Any combination of education and experience equivalent to the following: High school diploma or equivalent, two years of relevant experience in an ambulatory setting, or comparable combined education and/or experience required.
• PREFERRED QUALIFICATIONS:
  • Previous experience in a medical office/clinical environment preferred.

SCHEDULE:

• Regular attendance on-site is an essential function of this position. Typical business hours are Monday - Friday, 7:30 am to 6:00 pm (or flexed to best meet the needs of the clients and/or the Division); 40 hours per workweek; weekend, holiday, or evening coverage is occasionally required. Work hours will need to be flexible in order to respond to special work assignments, or evening activities, as requested by the team leader.

POSITION COMPENSATION:

$21.83/hour, full time + full benefits

At MAHEC, we strive to equip all team members with Total Rewards (pay + benefits) to honor their service, support their health, manage their financial security, build their career, and thrive.

MAHEC is a qualifying employer for the Public Service Loan Forgiveness (PSLF) Program. Employees who meet federal requirements may be eligible to have remaining student loan balances forgiven after 10 years of qualifying payments while working full‑time at MAHEC.

All MAHEC employees and learners will be required to receive the Flu vaccine or have an approved exemption.

MAHEC does not provide employment-based US visa sponsorship, now or in the future. All new employees must provide valid, original I-9 documents on their first day of work.

MAHEC Talent Management is located at 121 Hendersonville Road, Asheville, NC 28803. Equal Opportunity Employer.