Patient Admin Specialist (PAS)

Aquent; Palo Alto (CA); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

subsidized health, vision, and dental

paid sick leave

retirement plans with a match

online training

Job summary

Aquent is partnering with a healthcare organization in Palo Alto, CA to fill an outpatient clinic administrator role. You will be the welcoming face and voice for patients, managing scheduling, check-in/out, and follow-up to ensure a smooth patient journey.

Ideal candidates are detail-oriented, empathetic, and capable of coordinating with clinical staff. Proficiency with EMR systems, Windows-based software, and strong communication is essential for success in this position.

Qualifications

• High School Diploma or GED is required.
• Knowledge of medical terminology is required.
• Experience with Windows-based software and EMR systems.
• Excellent verbal and written communication and customer service.

Responsibilities

• Serve as the primary point of contact for patients at the front desk.
• Greet patients and assist with inquiries on appointments, payments, and scheduling.
• Manage multi-line phone systems and route calls to clinical staff.
• Verify patient information and authorizations before appointments.
• Coordinate scheduling with providers and address urgent patient needs.
• Assist with general administrative tasks and data entry.
• Utilize EMR and office tools to perform daily duties.
• Meet service standards and escalate complex issues as needed.
• Handle distribution of faxes, mail, and clinic documents.

Skills

Front desk operations

Medical terminology

Customer service

Windows-based software

Education

High School Diploma/GED

Tools

EMR systems

MS Office

Phone systems

Job description

We are partnering with a leading organization dedicated to delivering exceptional patient care and innovative health solutions. This is an exciting opportunity to join a team where your administrative expertise will directly contribute to a seamless and supportive experience for patients and clinical staff alike. Your efforts will be crucial in ensuring the efficient operation of an outpatient clinical setting, making a tangible difference in the lives of those seeking care.

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

About the Role

Are you a highly organized and empathetic administrative professional ready to make a significant impact in a dynamic healthcare environment? We are seeking a dedicated individual to play a pivotal role in the smooth functioning of our outpatient clinic. In this position, you will be the welcoming face and voice for our patients, expertly managing their journey from initial contact through scheduling and follow-up. Your meticulous attention to detail and proactive approach will ensure that every patient interaction is positive and efficient, directly supporting our mission to provide outstanding care. This role is essential in connecting patients with the services they need, coordinating critical appointments, and maintaining the administrative backbone of our clinical operations.

What You’ll Do

• Serve as the primary point of contact for patients, handling front desk operations, check-in, and check-out processes.
• Warmly greet and assist patients with inquiries regarding appointments, payments, and schedules.
• Manage multi-line phone systems, screening and routing calls, and accurately taking messages for clinical staff and providers.
• Ensure all necessary patient verifications and authorizations are complete before appointments.
• Collaborate with providers to align on scheduling preferences and respond effectively to urgent patient needs.
• Offer comprehensive patient support by utilizing reference documents and tools.
• Execute various administrative tasks, including maintaining databases and processing internal forms.
• Leverage telephone systems and electronic medical records systems efficiently to perform daily duties.
• Consistently meet or exceed organizational and departmental service standards.
• Address non-clinical inquiries and messages, escalating complex issues as appropriate.
• Handle the distribution of faxes, mail, and clinic-specific documentation and filing.

Required Skills & Experience

• High School Diploma/GED.
• Proficiency in medical terminology.
• Demonstrated knowledge of computer systems and relevant software applications.
• Excellent verbal and written communication skills, appropriate for a professional setting.
• Proven ability to deliver exceptional customer service, solve problems, and manage multiple priorities effectively.
• Familiarity with Windows-based office software, computers, and operating systems.
• Capability to adapt communication style to suit diverse audiences and ensure understanding.
• A calm and composed demeanor, even in stressful situations.

About Aquent Talent:

• 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.

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