Patient Access Specialist

Northwestern Medicine; Geneva (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

Northwestern Medicine is seeking a Patient Access Specialist to support front desk operations, verify patient information, and schedule appointments across NMHC systems. The role emphasizes patient-first service, HIPAA compliance, and accurate data entry.

You will collaborate with hospital departments, communicate options to patients, and help ensure data quality and timely scheduling. A high school diploma and 2–3 years of customer service are preferred; Epic experience is a plus.

Qualifications

• High School diploma or equivalent.
• 2-3 years customer service or medical office experience.
• Excellent interpersonal, verbal, and written communication skills.
• Proficiency in computer data-entry/typing.
• Ability to read, write, and communicate effectively in English.
• Ability to type 40 wpm.
• Ability to multi-task.
• Customer service oriented.
• Excellent organizational, time management, analytical, and problem solving skills.

Responsibilities

• Follows Patients First philosophy and maintains high customer service standards.
• Responds to questions and concerns; escalates issues when necessary.
• Maintains patient confidentiality per HIPAA regulations.
• Interacts with departments to schedule and direct patients through NMHC systems.
• Performs medical necessity checks and communicates options if appointment fails.
• Provides training and education as needed.
• Manages work schedule and completes tasks on time.
• Participates in Quality Assurance and process improvement activities.

Skills

Customer service

English proficiency

Multitasking

Typing 40 wpm

Verbal and written communication

Education

High School diploma

Tools

Epic

Computer data-entry

Job description

Description

The Patient Access Specialist reflects the mission, vision, and values of NMHC, adheres to the organizations Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines and all other regulatory and accreditation standards.

Responsibilities:

• Consistently practices Patients First philosophy and adheres to high standards of customer service. This includes setting an example to peers, coworkers, etc. by fostering a team atmosphere.


• Responds to questions and concerns.


• Forwards, directs, and notifies Team Lead or Operations Coordinator of extraordinary issues as necessary.


• Maintains patient confidentiality per HIPAA regulations.


• Provides exceptional customer service to patients which establish a positive first impression of Northwestern Medicine.


• Exceeds all consumer requests and alerts management of issues or concerns that require escalation.


• Correctly identifies and collects patient demographic information in accordance with organization standards.


• Interacts with various hospital departments and physicians offices to effectively schedule and direct patients through the NMHC systems in a patient/customer friendly manner.


• Reaches out to patients to schedule an appointment as defined.


• Performs medical necessity checks as necessary for scheduled services, communicates options to patient if appointment fails.


• Informs patients of any issues with securing the financial account for their encounter.


• Completes out-of-pocket estimations as requested by patients.


• Provides training and education as needed.


• Manages work schedule efficiently, completing tasks and assignments on time.


• Completes other duties assigned by manager.


• Cross-training between various departments will take place to ensure coverage.


• Participates in Quality Assurance reviews to ensure integrity of patient data information.


• Uses effective service recovery skills to solve problems or service breakdowns when they occur.


• Utilizes department and hospital policies and procedures to complete assigned tasks.


• Adheres to all department policies and compliance requirements.


• Avoids putting patient in financial or safety risk.


• Other duties as assigned.

Communication and Collaboration:

• Communicates information to the patient regarding questions about physician referrals, insurance referrals and consultations.


• Collects authorization numbers in appropriate systems as applicable.


• Provides professional and constructive environment for communication across units/departments and resolves operational issues.


• May attend intra/interdepartmental meetings which involve walking within NM Campus.


• Communicates customer satisfaction issues to appropriate individuals.


• Demonstrates teamwork by helping co-workers within and across departments.


• Communicates effectively with others, respects diverse opinions and styles, and acknowledges the assistance and contributions of others.


• Interacts with internal customers to provide excellent support service to staff in departments which provide direct patient care.


• Accommodates all levels of communication ability.

Technology:

• Utilizes multiple online order retrieval systems to verify or print the patients order.


• Verifies insurance eligibility and benefit levels through the use of online tools (NDAS, ASF, etc.) or over the phone as necessary.


• Completes accurate handoff instructions and notes to scheduling staff, by noting appropriately in Epic.


• Demonstrates ability to use all computer applications efficiently and to the capacity needed in this position.


• Runs real time eligibility (RTE) on all patients to verify insurance and follows out of network policies as applicable.


• Sends quality Epic Messages/Telephone encounters that are descriptive and grammatically correct.

Efficiency, Process Improvement, and Business Growth:

• Proactive in preventing issues with patient visit by double checking type of test, preps required, assuring no conflict with other tests, verifying time and location, communicating relevant information, verifying documenting order retrieval in notes for check-in person, ensures there are no duplicate patient records.


• Understands minimum data set required for a complete registration, collects and verifies critical data and updates that information into registration system.


• Understands departmental and individual quality metrics.


• Proactively analyzes account activity, identifies problems, and initiates appropriate actions/resolutions.


• Evaluates procedures and suggests improvements to enhance customer service and operational efficiency.


• Participates in departmental quality improvement activities.


• Provides ideas and suggestions for process improvements within the department.


• Monitors registration and scheduling, including insurance verification to ensure processing within prescribed quality standards.


• Adjusts processes as needed to meet standards.


• Uses organizational and unit/department resources efficiently.


• Acts as a training resource for new staff and a resource for coworkers, sharing process and workflow information.


• Understands that schedule may change to reflect shifting business needs.


• Evolves and learns as healthcare policies change.

EOE including Disabled and Veterans.

Qualifications

Required:

• High School diploma or equivalent.


• 2-3 years customer service or medical office experience.


• Excellent interpersonal, verbal, and written communication skills.


• Proficiency in computer data-entry/typing.


• Excellent verbal and written communication skills.


• Ability to read, write, and communicate effectively in English.


• Basic Computer Skills.


• Ability to type 40 wpm.


• Ability to multi-task.


• Customer service oriented.


• Excellent organizational, time management, analytical, and problem solving skills.

Preferred:

• Additional education.


• Additional language skills.


• Healthcare finance and/or healthcare insurance experience.


• Knowledge and experience in a healthcare setting, especially patient scheduling and/or registration.

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position):

Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.