Patient Access & Scheduling Specialist

Olympic Sports and Spine; Tacoma (WA); On-site; USD 26,000 - 44,000; Full time

Benefits offered by this job

Medical, Dental, and Vision Insurance

401(k) with Company Match

Life Insurance

Health Savings Account (HSA)

Flexible Spending Account (FSA)

Paid Time Off (PTO)

Job summary

Olympic Sports & Spine is hiring an Administrative Service Team (AST) Specialist to support new patient intake, scheduling, and referrals. This onsite role provides a structured schedule from Monday to Friday, 9:00 a.m.

to 6:00 p.m., at our Centralized Administrative Office in Fife, WA, with a focus on delivering timely access to care. You will be the primary contact for patients, coordinating appointments and communications with clinics while ensuring excellent customer service and efficient

Qualifications

• High school diploma or equivalent.
• 1 year of office, administrative, customer service, scheduling, or clerical experience; or an equivalent combination of education and experience.
• Proficiency with Microsoft Word and Excel.
• Strong verbal and written communication and excellent customer service skills.

Responsibilities

• Manage new patient intake, scheduling, and lead-tracking for timely contact and appointment coordination.
• Use call center systems to perform outbound calls, texts, and follow-ups per protocol.
• Coordinate patient scheduling using clinic caseload tools, provider info, insurance, and patient preferences.
• Identify urgent referrals and high-priority patients to facilitate prompt scheduling.
• Complete intake procedures: collect patient data, send welcome messages, promote portal enrollment, prepare paperwork and payment agreements.
• Monitor schedules and reassign patients to improve access and reduce wait times.
• Communicate same-day appointment updates to clinic teams.
• Handle specialized scheduling: FCE and PGAP appointments.
• Assign and redirect referrals to appropriate locations based on capacity and guidelines.
• Support Medicaid admission requirements and ensure scheduling compliance.
• Answer calls and voicemails, delivering exceptional patient and referral-source service.

Skills

Microsoft Word

Microsoft Excel

Verbal communication

Written communication

Customer service

Organization

Problem solving

Multi-line phone

Interpersonal skills

Education

High school diploma or equivalent

1 year office/administrative experience

Job description

Olympic Sports & Spine is hiring an Administrative Service Team (AST) Specialist to support new patient intake, scheduling, and referrals. This onsite role provides a structured schedule from Monday to Friday, 9:00 a.m.

to 6:00 p.m., at our Centralized Administrative Office in Fife, WA, with a focus on delivering timely access to care. You will be the primary contact for patients, coordinating appointments and communications with clinics while ensuring excellent customer service and efficient