Patient Access Specialist

Hackensack Meridian Health; Neptune Township (NJ); On-site; USD 29,000 - 42,000; Full time

Job summary

Hackensack Meridian Health is seeking a Patient Access Specialist in New Jersey. You will conduct patient interviews, verify eligibility, perform pre-registration, scheduling, and insurance verification to support inpatient and outpatient services.

You will coordinate with departments to ensure timely admissions, bed planning, and financial clearance, while maintaining regulatory compliance and delivering excellent patient service.

Qualifications

• High School diploma or GED required; college degree is a plus.
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Responsibilities

• Greets patients and visitors in person/phone in a prompt, courteous, respectful and helpful manner.
• Implements scheduling, pre-registration, pre-certification, referral procurement and insurance verification policies and procedures for the assigned outpatient point of service.
• Adheres to patient identification policy and ensures an accurate patient search to maintain patient safety and prevent duplicate medical record numbers.
• Check‑in and account for location, arrival/processing time to ensure prompt service within time frames.
• Ensures Regulatory Forms are filled out and signed by the patient.
• Performs bed planning, reservations, pre-registration and bed assignment.
• Prioritizes bed assignment per policy and appropriate unit.
• Reviews orders to ensure proper status and level of care.
• Initiates real time eligibility query (RTE) on insured patients to verify plan code and benefits.
• Completes Medicare Secondary Payer Questionnaire accurately.
• Performs insurance verification for inpatient/outpatient services and determines out-of-pocket responsibility via EPIC Financial Estimator.
• Where appropriate, pursues upfront cash collections and explains financial resources.
• Verifies benefits to ensure procedures are covered before services.
• Verifies pre-authorization requirements and follows up with physician and payer.
• Submits data timely to obtain authorizations before date of service.
• Ensures diagnosis data is accurate and meets medical necessity.
• Complies with patient financial responsibility policies.
• Provides administrative information as directed.
• Maintains compliance with regulatory forms and signatures.
• Registers patients during downtime and resumes normal procedures when systems are available.
• Addresses scheduling/integration issues and escalates if needed.
• Completes work queue accounts timely.
• Performs other duties as directed by supervisor/manager/director.
• Assesses patient needs (age, culture, language, disability) and communicates accordingly.
• Delivers excellent customer service and positive patient experience.
• Follows department policies and workflows; scans documents from patients/payers.
• Liaises to coordinate daily departmental activities for patient comfort and trust.
• Schedules patients when needed and handles high-volume calls professionally.
• Writes timely notifications to payers and coordinates with Case Management as needed.
• Verifies eligibility and benefits to ensure coverage prior to service.
• Accesses payer websites to confirm coverage and benefits.
• Works with patients to clear their accounts and refers to Financial Counselors as appropriate.
• Processes payments accurately and reconciles cash drawer daily.
• Completes pre-registration in Epic and confirms account status.
• Contacts patients or physician offices for Pre-Admission Testing scheduling.
• Obtains patient records and processes scheduling info (copying, filing, faxing, calls).
• Ability to work in all Access Services areas and rotate shifts as needed.
• Checks email for process/task updates and maintains productivity.

Skills

Customer service

Communication skills

Microsoft Office

Google Suite

Basic medical terminology

Rotating schedules

Weekend/holiday availability

Bilingual

Education

High School diploma or GED

Bachelor's degree or related experience

Epic Cadence and Prelude training

Tools

EPIC HB

Cadence

Prelude

Job description

Overview

Our team members are the heart of what makes us better.

At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community.

Together, we keep getting better - advancing our mission to transform healthcare and serve as a leader of positive change.

The Patient Access Specialist is responsible for all Inpatient and Outpatient Patient Access functions within the Patient Access Services Department in their assigned area/hospital(s) at Hackensack Meridian Health (HMH). Conducts quality interviews with every patient to ensure compliance with patient safety rules and state and federal regulations. Gathers appropriate identification for patients and confirms all patient demographics to validate patient identity. Conducts intensive screening of all Medicare, Medicaid and managed care patients to identify network status and coordination of benefits. Obtains all applicable patient consents/attestations. Performs job related functions including, but not limited to, facility based scheduling, bed planning, pre-registration, registration, insurance verification, pre-certification, point of service cash collection and financial clearance under the direction of the Supervisor/Manager/Director for these designated areas. Must adhere to the Medical Center's Quality Standards and maintain a positive patient experience at all times.

Responsibilities

A day in the life of a Patient Access Specialist at Hackensack Meridian Health includes:

• Greets patients and visitors in person/phone in a prompt, courteous, respectful and helpful manner.
• Implements the Medical Center's scheduling, pre-registration, pre-certification, referral procurement and insurance verification policies and procedures for the assigned outpatient point of service.
• Adheres to patient identification policy and ensures an accurate patient search is performed in order to maintain patient safety and prevent duplicate medical record numbers.
• Check‑in and account for the location and arrival/processing time of patients to ensure prompt service with the established departmental time frames and guidelines.
• Ensures Regulatory Forms are filled out and signed by the patient.
• Performs all functions of bed planning; reservations/pre‑registration/bed assignment.
• Prioritizes bed assignment in accordance with policy.
• Ensures patients are assigned to the proper unit according to admit order.
• Reviews orders to ensure patient is in appropriate status and level of care.
• Initiate real time eligibility query (RTE) on all eligible insurances. Must review RTE response to ensure correct plan code assignment and correct coordination of benefits to facilitate timely reimbursement.
• Ensure accurate completion of Medicare Secondary Payer Questionnaire.
• Performs insurance verification on all Inpatient and Outpatient services, and determines the patient's out of pocket responsibility via the EPIC Financial Estimator tool using the applicable data.
• Where appropriate, pursues upfront cash collections to assist patients in understanding their financial responsibilities and minimize overall bad debt.
• Informs patients of their out of pocket responsibility taking payment via credit card or in person and explaining financial resources including financial assistance, payment plans or payment on date of service.
• Verifies benefits to ensure the procedure is a covered service under the patients plan prior to receiving services.
• Verifies pre‑authorization requirements and follows up with both the referring physician and payer to ensure authorizations are on file for the scheduled procedure prior to date of service.
• Submits all data timely, effectively and expeditiously for all treatments and procedures to ensure authorizations have been obtained and determine that the procedure or treatment is authorized prior to date of service.
• Ensures diagnosis data that is entered on registration is accurate and meets medical necessity criteria.
• Complies with HMH's patient financial responsibility and collection policies.
• Provides patients with appropriate administrative information, as directed.
• Maintains compliance with federal/state requirements and ensures signatures are obtained on all required regulatory/consent forms.
• Manually registers patients accurately when in `downtime' mode and properly follows registration input procedures when the system becomes available.
• Attempts to mediate daily scheduling, pre‑registration, pre‑certification or registration issues and elevates any issues that cannot be resolved independently.
• Completes assigned work queue (WQ) accounts in a timely and efficient manner.
• Assumes other responsibilities as directed by either the Supervisor, Manager or Director of Patient Access.
• Identifies the needs of the patient population served and modifies and delivers care that is specific to those needs (i.e., age, culture, language, hearing and/or visually impaired, etc.). This process includes communicating with the patient, parent, and/or primary caregiver(s) at their level (developmental/age, educational, literacy, etc.).
• Ensures delivery of excellent customer service resulting in a positive patient experience.
• Complies with all procedural workflows and departmental policies and procedures as identified.
• Responsible for scanning any documents and correspondence from patients and payers.
• Coordinates daily activities of the Patient Access Department which fosters an environment promoting patient comfort and trust.
• Have the ability to schedule patients as needed.
• Answers a high volume number of phone calls and responds in an appropriate/professional manner. Address and resolve any issues quickly/accurately.
• Ensures timely notification of admission to payers and refers accounts to Case Management for timely submission of Clinical Information to payer.
• Verifies eligibility and benefits to ensure patient's coverage is active and that the procedure is a covered service under the patient's plan prior to the date of service.
• Verifies pre‑authorization requirements and follows up with both the referring physician's office and payer to ensure authorizations are on file for the scheduled procedure prior to the date of service.
• Able to access and navigate various payer websites (e.g. Navinet) to confirm patients' insurance coverage and policy benefits.
• Works with patients to financially clear their account per policy at least 3 days prior to procedure. Resolves any issues with coverage and escalates any complications to supervisor/manager. Makes referrals to Financial Counselors if appropriate.
• Accurate and timely processing of all methods of acceptable payments such as cash/check/money order/credit card transactions. Reconciling daily cash drawer or shift payment transactions, depositing daily cash/check and providing patients with cash receipts, and/or service estimate.
• Completes a pre‑registration on all appropriate patients in Epic. Able to clear a checklist in Epic and set an account status to `Confirmed pre‑reg.'
• Contacts patients and/or physicians' offices in regards to Pre‑Admission Testing scheduling in a timely and efficient manner.
• Obtains patient records, types and processes scheduling information included but not limited to copying, filing, faxing and answering phone calls in an accurate, efficient and professional manner.
• Can work in all Access Services areas within the hospital and may rotate shifts as needed.
• Checks email daily to maintain timely updates on any process/task changes/updates.
• Meet departmental daily productivity and process standards.
• Other duties and/or projects as assigned.
• Adheres to HMH Organizational competencies and standards of behavior.
• Lifts a minimum of 20 lbs., pushes and pulls a minimum of 300 lbs., and stands a minimum of 4 hours a day.

Qualifications

Education, Knowledge, Skills and Abilities Required:

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
• Ability to work rotating schedules/shifts based on needs.
• Good written and verbal communication skills.
• Customer Service Oriented.
• Basic medical terminology knowledge.
• Proficient computer skills that may include but are not limited to Microsoft Office and/or Google Suite platforms.
• Ability to work every other weekend.
• Ability to work three (3) out of six (6) holidays.

Education, Knowledge, Skills and Abilities Preferred:

• Bachelor's Degree and/or related experience.
• Minimum of 1+ years of experience in a hospital setting.
• Patient Financial services experience in a professional or hospital setting.
• Prior registration/insurance verification experience.
• Excellent Analytical, written and verbal communication, and interpersonal skills.
• Proficient medical terminology knowledge.
• Knowledge of insurance specifications, ICD10 and CPT4 codes.
• Bilingual (i.e. Spanish or Korean).
• Experience with EPIC HB, Cadence, and Prelude.

Licenses and Certifications Required:

• Successfully complete EPIC Cadence and Prelude training and pass assessment that follows within 30 days after Network access is granted.

Starting Minimum Rate

Minimum rate of $25.77 Hourly

Job Posting Disclosure

HMH is committed to pay equity and transparency for our team members. The posted rate of pay in this job posting is a reasonable good faith estimate of the minimum base pay for this role at the time of posting in accordance with the New Jersey Pay Transparency Act and does not reflect the full value of our market-competitive total rewards package. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer and posted annual salaries may be stated as an hourly rate in the offer, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may be different than the posted rate of pay based on a number of non-discriminatory factors, including but not limited to: Labor Market Data: Compensation is benchmarked against market data to ensure competitiveness. Experience: Years of relevant work experience. Education and Certifications: Level of education attained, including specialized certifications, credentials, completed apprenticeship programs or advanced training. Skills: Demonstrated proficiency in relevant skills and competencies. Geographic Location: Cost of living and market rates for the specific location. Internal Equity: Compensation is determined in a manner consistent with compensation ranges for similar roles within the organization. Budget and Grant Funding: Departmental budgets and any grant funding associated with the job position may impact the pay that can be offered. Some jobs may also be eligible for performance‑based incentives, bonuses, or commissions not reflected in the starting rate. Certain positions may also be eligible for shift differentials for work performed on evening, night, or weekend shifts. In addition to our compensation for full‑time and part‑time (20+ hours/week) job positions, HMH offers a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.