Patient Access Supervisor

PAX; Mahwah (NJ); On-site; USD 75,000 - 95,000; Full time

Job summary

PAX seeks a Patient Access Supervisor to oversee the front-end access team, ensuring timely intake, scheduling, eligibility verification, authorizations, and onboarding. This role supports provider productivity, enhances patient experience, and drives performance metrics across PAX programs.

You will lead daily operations, coach staff, monitor metrics, and coordinate with clinical and revenue-cycle teams to resolve access delays while maintaining HIPAA compliance.

Qualifications

• 2–4 years of healthcare intake, scheduling, or patient access experience.
• Prior supervisory or team lead experience strongly preferred.
• Strong communication, conflict resolution, and workflow management skills.
• Experience with EHR systems and HIPAA regulations.

Responsibilities

• Supervise daily operations of intake, scheduling, and eligibility workflows.
• Ensure new patients are fully prepared for evaluations (forms, insurance, onboarding).
• Monitor appointment readiness and remove barriers to access in real time.
• Oversee no-show/cancellation workflows, same-week access strategies, and waitlists.
• Coordinate referral intake and cross-location scheduling.

Skills

Healthcare intake

Supervisory

Communication

Workflow management

HIPAA compliance

Problem-solving

Tools

EHR systems

Job description

Description

Position Summary

The Patient Access Supervisor oversees the daily operations of the front-end access team, ensuring timely and accurate intake, scheduling, eligibility verification, authorizations, and patient onboarding. This role supports provider productivity, enhances patient experience, and drives key performance metrics across all PAX programs.

Key Responsibilities:

Operational Oversight

• Supervise daily operations of intake, scheduling, and eligibility workflows.
• Ensure new patients are fully prepared for evaluations (forms, insurance, onboarding).
• Monitor appointment readiness and remove barriers to access in real time.
• Oversee no-show/cancellation workflows, same-week access strategies, and waitlists.
• Coordinate referral intake and cross-location scheduling.
• Deposition Coordination
• Other duties directly related to access operations

Leadership & Team Management

• Provide day-to-day supervision, coaching, and support to the access team.
• Monitor performance metrics and support team accountability.
• Participate in recruitment, training, competency development of staff, and performance management.
• Support a positive, patient-focused team culture.
• Manage employee schedules and time off requests
• Oversee payroll

Communication & Collaboration

• Collaborate with administration/operations and Clinical Directors to support provider caseloads.
• Partner with the Support Staff and cross functional departments to ensure proper processes and documentation to support the revenue cycle.
• Escalate and resolve patient complaints, access delays, or scheduling barriers.
• Coordinate closely with the Director of Patient Access/Ops on meetings, workflows, and priorities.

Systems, Reporting & Quality

• Use Prognocis, RingCentral, ZocDoc, and internal reporting tools to guide daily operations.
• Run daily and weekly metrics (conversion, cancellations, access readiness).
• Submit daily/weekly/monthly reporting.
• Monitor team performance and provide feedback to management
• Identify workflow gaps and propose solutions to improve efficiency and patient experience.
• Ensure compliance with HIPAA and telehealth operational standards.

*Other duties as assigned

Requirements

Required Qualifications

• 2–4 years of experience in healthcare intake, scheduling, or patient access required.
• Prior supervisory or team lead experience strongly preferred.
• Solid understanding of insurance eligibility, referrals, and scheduling operations.
• Strong communication, conflict resolution, and workflow management skills.
• Experience with EHR systems
• Key Competencies
• Leadership & Ownership
• Operational Efficiency
• Patient-Centered Mindset
• Communication & Collaboration
• Problem-Solving
• Accountability & Follow-Through