Patient Access Specialist

RiverStone Health; Billings (MT); On-site; USD 28,000 - 30,000; Full time

Job summary

RiverStone Health in Billings, MT is seeking a Dental Patient Access Specialist to deliver friendly, efficient service to patients over the phone and in person. This role handles scheduling, data entry, insurance setup, and referrals while maintaining HIPAA privacy in a fast-paced clinic.

You will greet patients, collect information, verify demographics, assist with dental appointments, and support the dental team with routine tasks to ensure smooth clinic operations and a positive patient

Qualifications

• High School diploma or equivalent
• Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
• Dental terminology training or experience
• Experience working with underserved population
• Experience working in a customer service environment

Responsibilities

• Check patients in for dental appointments and input information into electronic health record
• Verification of patient demographics and stable housing
• Verify primary care physician (PCP) and set up all dental insurance and Medicaid
• Input and update patient documents electronically
• Coordinate new patient packets, collect outstanding balances and track referrals for external dental specialists
• Assist patients in scheduling with external dental specialists and input radiographs into Dexis

Skills

Customer service

Computer literacy

HIPAA knowledge

Multitasking

Communication

Education

High School diploma or equivalent

Tools

Excel

Outlook

Teams

Word

Job description

Working title: Dental Patient Access Specialist

Classification title: Patient Access Specialist

Division: Community Health Center

Reports to: Dental Clinic Manager

FLSA status: Non-Exempt: Full Time

Schedule: Monday-Friday; 4-10's (Wednesday's off)

Wage Range: $20.32 to $22.84 hourly; depending on number of years of transferrable experience and internal equity

Organizational Overview:

Serving the Yellowstone County community and south-central Montana for nearly 50 years, RiverStone Health is an essential provider of personal and public health services. Health, Education, Leadership and Protection – HELP is what we do.

From medical, dental and behavioral healthcare; home care and hospice; public health services like immunizations, WIC, health promotion and restaurant inspections; and educating the next generation of health professionals, our expertise spans all ages and stages of life. Underlying principles of access, affordability, compassion and quality in all interactions, RiverStone Health improves life, health and safety for all of the communities we serve.

Job Summary:

This position is responsible for providing excellent customer service to RiverStone Health patients over the phone and in person. Duties include scheduling, collecting and entering patient information, answering questions and referring clients to appropriate resources and people. The work environment is typically fast paced. Work is performed with accuracy, integrity and innovation to ensure a high level of customer service delivery.

Essential Functions/Major Duties and Responsibilities:

A. Patient Access Services 60%

Compassionate, friendly and professional customer communications in person, over the phone and in writing.

Collect, prepare and enter data accurately into multiple database systems in a timely manner.

Provide patient services, which may include greeting, check-ins, making appointments, rescheduling, follow-ups, outreach, medical/dental records requests, and escorting patients to applicable service areas.

Provide administrative services, which may include mail distribution, requesting payment of services, money handling, preparing deposit paperwork, handling heavy phone lines, routing calls while handling high waiting room volumes, scanning patient documents, and preparing correspondence.

Review and provide information to outside entities ensuring that all confidentiality and HIPAA policies and procedures are followed.

Excellent internal communication with other RiverStone employees, and providers to ensure efficiency and quality customer service.

Willingness and ability to ensure excellent work, support of others and participate in quality improvement processes.

Refer patients to other RiverStone programs and/or community services.

Prepare and coordinate special projects as needed.

Resolve problems and concerns, and report issues and incidents using RiverStone processes. Addressing mistakes as they arise.

Keep public facing areas clean and tidy.

Attend staff and educational meetings.

Represent RiverStone Health in meetings, trainings or public events when needed.

B. Program-specific duties 35%

Check patients in for dental appointments and accurately input information into electronic health record:

Verification of patient demographics and stable housing;

Verify primary care physician (PCP);

Set up all dental insurance and Medicaid, and obtain copies of card(s);

Confirm primary pharmacy;

Update patient documents electronically.

Set up Healthcare for the Homeless and/or Sliding Fee Scale applications.

Complete check out for patient appointments and schedule continuation of care for follow-up dental visits:

Confirm next visit type, provider(s), reason for visit, and abide by concise scheduling workflow in electronic dental record of eCW Dental.

Develop a comprehensive understanding of dental treatment and terminology to schedule appointments properly.

Compliance for upholding patients for the missed and late dental appointments.

Answer all incoming phone calls, return calls, and answer any dental questions.

Communicate via email, fax, telephone, or USPS with other medical and dental providers.

Put together new patient packets.

Collect outstanding patient balances.

Track and monitor patient outgoing specialist referrals:

Assist patients in scheduling with external dental specialists.

Import incoming radiographs into Dexis from other dental offices.

Track all outgoing and incoming lab cases for crowns, dentures (full and partial), and occlusal guards.

Basic understanding of dental insurance coverages and treatment planning.

Occasionally assists the dental team with basic, non-licensed support task as needed to promote efficient clinic operations (e.g., room turnover support, patient escorting, supply restocking, documentation support)

Non-Essential Functions 5%

Perform other duties as assigned in support of RiverStone Health’s mission and goals.

Education and Experience:

Minimum Qualifications

High School diploma or equivalent

Any combination of experience and training which provide the equivalent scope of knowledge, skills, and abilities necessary to perform the work.

Preferred Qualifications:

Dental terminology training or experience

Experience working with underserved population

Experience working in a customer service environment

Certificates, Licenses, Registrations:

NA

Knowledge, Skills, and Abilities:

Computer literacy, including Excel, Outlook, Teams and Word.

Ability to multitask and navigate through 2 or more screens using various platforms.

Knowledge of modern office procedures, practices, and equipment.

Ability to maintain a calm and positive demeanor during difficult client interactions.

Ability to display non-judgmental and empathetic listening skills.

High degree of fast paced detail-oriented skill level.

Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.

Ability to work collaboratively and maintain a positive work environment.

Ability to meet deadlines, limit distractions, and practice good time management.

Interpersonal Skills such as responsibility, teamwork, active listening, empathy, patience, leadership, dependability, flexibility, and emotional intelligence.

Doing things right the first time

Showing respect for each patient

Anticipating customer needs and concerns

Keeping customers informed

Helping and going the extra mile

Protecting privacy and confidentiality

Taking responsibility for handling complaints

Taking ownership of your attitude toward Service Excellence.

Supervision:

None

Physical Demands and Working Conditions:

Work is mainly performed on a computer up to 8 hours per day.

Use of repetitive motion

Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Must have the ability to lift and carry a laptop and other small items, to walk short distances, and drive a vehicle to satellite locations and conferences.

Ability to see details near and far, recognize color differences, and focus on fine details like small print and/or instruments required.

Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements. Integrates injury, illness, and loss prevention into job activities by attending any necessary training and implementing best practices.

Freedom to Act & Decision Making:

Work is structured by public health regulations and established medical/dental practices. Decisions directly affect the quality of services provided to the public.

Communications & Networking:

Work directly with other team members to provide quality customer service for patients.

Budget & Resource Management:

Not applicable

Qualifications

Behaviors

Preferred

Team Player

Works well as a member of a group

Dedicated

Devoted to a task or purpose with loyalty or integrity

Motivations

Preferred

Self-Starter

Inspired to perform without outside help

Work-Life Balance

Inspired to perform well by having ample time to pursue work and interests outside of work

Education

Required

High School or better.

Equal Opportunity Employer
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