Patient Admin Specialist [AQ-26071]

Aquent; Newark (CA); On-site; USD 49,000 - 54,000; Full time

Job summary

Aquent is partnering with a major Healthcare company to fill a temporary Patient Administrative Specialist role in Newark, CA. You will be the first point of contact for patients, coordinating clinic visits and supporting outpatient care with compassionate service.

Key duties include front desk check-in/out, scheduling, insurance verifications, and EMR entries. Ideal candidates have at least 1 year healthcare admin experience and familiarity with Epic EHR.

Qualifications

• High School Diploma or GED required.
• Minimum of 1 year of healthcare administrative or front-office experience.
• Basic understanding of medical terminology and clinic workflows.
• Strong proficiency with Windows-based operating systems and standard office software.
• Demonstrated ability using complex or multi-line telephone systems.
• Excellent verbal, written, and active listening communication skills.
• Knowledge of or commitment to practicing C-I-CARE principles.

Responsibilities

• Manage Front Desk Operations: Welcome and check in/out arriving patients, answer multi-line telephone systems, route calls, and address initial inquiries regarding appointments, schedules, and payments.
• Coordinate Patient Care & Scheduling: Schedule clinic appointments and procedures in close alignment with provider preferences, urgent clinical needs, and departmental priorities.
• Verify Authorizations: Ensure all necessary insurance verifications, medical authorizations, and patient intake forms are completed accurately prior to appointments.
• Support Clinical Communications: Triage and respond to non-clinical patient messages and CRM inquiries, escalating urgent or clinical requests to medical staff as needed.
• Maintain Administrative Records: Oversee EMR system entry, update staff and paging directories, and process clinic-specific faxes, mail, and medical documentation.
• Facilitate Interdepartmental Collaboration: Act as an effective liaison between front-office operations and clinical back-office staff to maintain smooth outpatient clinic flow.

Skills

Front desk operations

Scheduling coordination

Patient communication

CI-CARE principles

Problem-solving

Time management

Calm under pressure

Education

High School Diploma or GED

Tools

Epic EHR

MS Office

Windows OS

Job description

Aquent is partnering with a major Healthcare company to find a Patient Administrative Specialist for a temporary opportunity. In this essential front-office role, you will be the first point of contact for patients, orchestrating smooth clinic visits and supporting specialized outpatient care through seamless coordination and compassionate service.

To Be Considered For This Role, You Must

• Be authorized to work in the United States
• Not require sponsorship of any kind for the duration of the assignment
• Be able to work on a W-2 basis (C2C or 1099 is not permitted for this position)

Key Responsibilities

• Manage Front Desk Operations: Welcome and check in/out arriving patients, answer multi-line telephone systems, route calls, and address initial inquiries regarding appointments, schedules, and payments.
• Coordinate Patient Care & Scheduling: Schedule clinic appointments and procedures in close alignment with provider preferences, urgent clinical needs, and departmental priorities.
• Verify Authorizations: Ensure all necessary insurance verifications, medical authorizations, and patient intake forms are completed accurately prior to appointments.
• Support Clinical Communications: Triage and respond to non-clinical patient messages and CRM inquiries, escalating urgent or clinical requests to medical staff as needed.
• Maintain Administrative Records: Oversee electronic medical records (EMR) system entry, update staff and paging directories, and process clinic-specific faxes, mail, and medical documentation.
• Facilitate Interdepartmental Collaboration: Act as an effective liaison between front-office operations and clinical back-office staff to maintain smooth outpatient clinic flow.

Requirements & Qualifications

• High School Diploma or GED equivalent.
• Minimum of 1 year of related healthcare administrative or front-office experience.
• Basic understanding of medical terminology and clinic workflows.
• Strong proficiency with Windows-based operating systems, office software, and computer systems.
• Demonstrated ability using complex or multi-line telephone systems.
• Excellent verbal, written, and active listening communication skills with the ability to tailor messaging to patient understanding.
• Strong problem-solving, organizational, and time management skills in fast-paced environments.
• Dedication to delivering compassionate, patient-centered service with a calm demeanor under pressure.
• Knowledge of or commitment to practicing C-I-CARE principles.

Preferred Qualifications

• Prior hands-on experience navigating Epic electronic health records (EHR/EMR).
• Experience assisting with peer orientation and onboarding of new administrative personnel.

The target hiring compensation range for this role is $35.81–$38.96/hr. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

About Aquent Talent: Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands. Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits!

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.