Patient Access Specialist

Kolmac Integrated Behavioral Health; Dover (DE); On-site; USD 28,000 - 29,000; Full time

Benefits offered by this job

Competitive Compensation

Medical/Dental/Vision

Life Insurance

401K

Tuition Reimbursement

Professional Development Time

Student Loan Repayment

Paid Vacation

Job summary

Kolmac Integrated Behavioral Health is seeking a front desk coordinator to manage appointments, check-in patients, and route calls with a professional demeanor. You will ensure HIPAA compliance and accurate patient information to support smooth operations.

The role requires strong Microsoft Office skills, excellent communication, multitasking, integrity, and a valid driver’s license. Kolmac has served Maryland, DC, Delaware, and Pennsylvania since 1973.

Qualifications

• 3+ years in a medical office or patient services setting; 5+ years preferred.
• Knowledge of medical insurance plans and billing regulations.
• Proficient in Microsoft Office and able to learn firm-specific software.
• Excellent verbal and written communication; professional phone manners.
• Ability to multi-task and maintain confidentiality.
• Valid driver’s license and ability to pass background checks.

Responsibilities

• Schedule appointments, check-in patients, and route calls to staff while maintaining HIPAA compliance.
• Answer incoming calls and direct messages to appropriate staff promptly.
• Follow established procedures, record-keeping, forms control, and budget requirements.
• Manage co-pay and self-pay amounts and notify patients of outstanding balances.
• Receive clinical alerts and ensure adherence to patient restrictions and UA records.
• Maintain patient charts and ensure UA/BAC records are available for care providers.
• Maintain waiting area safety and alert staff as needed.
• Keep front desk and waiting room clean and organized.
• Provide backup transportation using DOT-compliant vehicles as required.

Skills

Verbal and written communication

Customer service orientation

Multi-tasking

Telephone manners

Integrity and confidentiality

Tools

Microsoft Office

Job description

Kolmac Integrated Behavioral Health and Concerted Care Group (CCG)is a leading outpatient treatment provider in the Mid-Atlantic region. We are committed to treating individuals whose lives have been impacted by substance use and mental health disorders. We do this by providing compassionate and evidence-based treatment, aimed at improving the quality of life for those we serve.

We stand behind our commitment to diversity, equity and inclusion, which are the core of our company with our patients and employees. Our leadership team invests to enhance the programs we offer patients to expand access to care and offer flexibility. Patient care is at the heart of everything we do. We want your experience and expertise on our team! When you join our organization, you are connecting to a committed and caring group of colleagues.

Responsibilities:

• Manages scheduled appointments by checking in patients and alerting staff to patient presence. Directs walk-in patients to appropriate staff. Collects relevant patient information and maintains HIPAA compliance
• Manages all incoming telephone calls and represents the agency as a first point of contact with a pleasant and professional demeanor. Routes calls, messages, and deliveries to appropriate staff in a timely fashion
• Follows systems and procedures by adhering to operating practices, record-keeping systems, forms control, and budgetary requirements
• Manages co-pay and self-pay amounts for patient visits, including documenting amounts received, and alerting patients to outstanding balances
• Receives clinical alerts and ensures adherence to patient restrictions, including toxicology screens and appointments with clinical staff
• Assists with management of patient documentation, including managing the availability of charts between care providers on the day of intake and ensuring UA and BAC records are retained and available for care providers
• Manages the waiting area milieu by observing safety and well-being of patients and visitors. Alerts security and clinical staff to situations requiring intervention
• Maintain cleanliness and order of front desk and waiting room areas
• Provide backup transportation coverage as needed:
  • Operate 12-15 passenger vans in accordance with Department of Transportation (DOT), Federal Motor Carrier Safety Administration (FMCSA), and state safety regulations when applicable
  • Maintain adherence to all traffic laws, safety regulations, and organization transportation policies

Qualifications

• Three plus years’ experience in a medical office setting, hospital, or similar patient customer service environment. Five plus years, preferred.
• Requires a working knowledge of medical insurance plans, billing, regulations.
• Must have a strong knowledge of and advanced experience with Microsoft Office products with an ability to become familiar with firm-specific programs and software.
• Excellent verbal and written communication, professional telephone manners, interviewing and interpersonal skills to interact with patients, families, members of the health care team and external agencies.
• Ability to multi-task and adapt to changing priorities.
• Ability to act with integrity, professionalism, and confidentiality.
• A high degree of personal motivation and drive to achieve personal and professional goals.
• Must have a valid driver's license and ability to pass background check, drug screening, and driving record verification

We Offer

• Competitive Compensation
• Full Benefits: Medical/Dental/Vision
• Life Insurance
• 401K
• Tuition Reimbursement
• Paid Professional Development Time
• Student Loan Repayment Program
• Paid Vacation Time
• And More!

The base pay range for this position is $20/hour - $21/hour. Factors, such as but not limited to, geographical location, relevant experience, licensure, education, and skill level may impact the pay for this position.

Kolmac Integrated Behavioral Healthhas been a leader in Outpatient Treatment since 1973. Patient care is at the heart of what we do. Kolmac Outpatient Recovery and Concerted Care Group (CCG) have merged to provide addiction treatment and behavioral health treatment services for individuals, families, couples, and groups. We serve communities across Maryland, DC, Virginia, Delaware, and Pennsylvania. We are still growing!