Patient Admin Specialist (PAS) [AQ-19264]

Aquent; Palo Alto (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Health benefits

Vision benefits

Dental benefits

Retirement match

Free training

Job summary

Aquent is partnering with a leading healthcare organization in Palo Alto, CA, seeking an organized administrative professional for outpatient clinic front desk duties. You will be the welcoming face and voice for patients, managing their journey from initial contact through scheduling and follow-up.

Responsibilities include patient check-in/out, scheduling, payments, and coordinating with providers. Must have high school diploma, medical terminology knowledge, and strong computer skills.

Qualifications

• High School Diploma or GED required.
• Proficiency in medical terminology.
• Experience with computer systems and software.
• Excellent verbal and written communication skills.
• Proven customer service and multitasking abilities.
• Familiarity with Windows-based software and PCs.
• Ability to adapt communication to diverse audiences.
• Calm and composed under pressure.

Responsibilities

• Serve as the primary contact for patients at front desk, check-in and check-out.
• Greet patients and assist with appointments, payments, and schedules.
• Manage multi-line phone systems and route calls to clinical staff.
• Verify patient information and authorizations prior to appointments.
• Coordinate with providers on scheduling and urgent patient needs.
• Provide patient support using reference documents and tools.
• Handle databases and internal forms; perform data entry and filing.
• Utilize EMR and telephone systems for daily duties.
• Meet or exceed service standards of the organization.

Skills

Customer service

Communication

Organization

Problem solving

Scheduling

EMR systems

Education

High School Diploma/GED

Tools

EMR systems

Microsoft Office

Job description

Aquent is 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 Opportunity

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 an outpatient clinic. In this position, you will be the welcoming face and voice for 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 the 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 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.

Must-Have Qualifications

• 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

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.