Patient Admin Specialist (PAS) [AQ-22192]

Aquent; Palo Alto (CA); On-site; USD 52,000 - 70,000; Full time

Job summary

Aquent seeks dedicated talent to partner with a prominent healthcare organization, focusing on essential administrative support in a busy outpatient clinic. You will manage front desk activities, coordinate patient services, and ensure smooth day-to-day operations affecting patient journeys.

The role requires a high school diploma, medical terminology knowledge, strong communication, and proficiency with Windows-based systems. Monday–Friday, 8:00 AM–5:00 PM in a United States healthcare setting.

Qualifications

• High School Diploma or GED.
• Proficiency in medical terminology.
• Familiarity with computer systems and software for administrative tasks.
• Excellent written and verbal communication skills.
• Strong customer service and multi-tasking abilities.
• Ability to adapt communication style for diverse individuals.
• Calm under pressure in a busy outpatient setting.

Responsibilities

• Serve as the primary point of contact at entry, front desk, check-in and check-out.
• Greet patients warmly and assist with appointment questions, payments, and schedules.
• Manage a multi-line phone system, screen and route calls, and relay messages.
• Ensure verifications and authorizations are completed before seeing providers.
• Communicate scheduling preferences and respond to urgent patient needs.
• Provide patient support using reference documents and tools.
• Handle administrative tasks, paging, directories, and forms processing.
• Utilize telephone and electronic medical records systems for tasks.
• Consistently meet service standards set by the organization and department.
• Handle non-clinical CRM inquiries and escalate when needed.
• Respond to patient messages and escalate issues as appropriate.
• Manage and distribute faxes, mail, and clinic documentation.

Education

High School Diploma/GED

Tools

EMR systems

Windows-based office software

Job description

Aquent is seeking dedicated talent to partner with a prominent healthcare organization, offering an opportunity to significantly impact patient care and operational efficiency within a dynamic medical environment. Your contribution will be vital in supporting a mission to deliver exceptional health services and enhance community well-being, directly shaping positive patient experiences from the front lines.

About Our Partner

Aquent is proud to partner with a leading healthcare organization renowned for its unwavering commitment to patient-centered care and the adoption of innovative medical practices. This organization stands as a beacon of excellence in health services, consistently striving to deliver high-quality care and improve community well-being. Joining this team means becoming part of an environment where your work directly contributes to making a significant, positive impact on the lives of patients and advancing the efficiency of healthcare delivery.

Make an Impact in Patient Care

Are you ready to make a tangible difference in patient care and clinic operations? Step into a vital administrative position where your organizational skills and compassionate approach will shine. This role is crucial for managing the daily flow of patient interactions and administrative tasks within a busy outpatient clinic. You will be the first point of contact for many patients, playing a key part in their experience by coordinating new patient services, scheduling critical appointments, and ensuring all front office functions run flawlessly. Your proactive support will empower clinic staff and physicians, allowing them to focus on patient treatment while you expertly manage the administrative backbone of operations, directly impacting patient journeys from initial coordination to post-visit follow-up.

What You Will Do

• Serve as the primary point of contact for entry, front desk, check-in, and check-out processes.
• Warmly greet and welcome patients, assisting them with initial questions regarding appointments, payments, and schedules.
• Manage a multi-line phone system, screening and routing calls efficiently, and taking messages for clinic staff and physicians.
• Ensure all necessary verifications and authorizations are complete before patients see their providers.
• Communicate effectively with providers regarding scheduling preferences and respond promptly to urgent patient needs.
• Provide essential patient support using established reference documents and tools.
• Execute various administrative tasks, including maintaining information and paging directory databases, and processing internal forms.
• Utilize the full functionality of the telephone system and electronic medical records systems to perform assigned job tasks.
• Consistently meet and exceed organizational and department service standards.
• Address non-clinical customer relationship management (CRM) inquiries, escalating as appropriate.
• Respond to non-clinical patient messages, escalating issues when necessary.
• Manage and distribute faxes, mail, and organize clinic-specific documentation.

What You’ll Bring

• High School Diploma/GED.
• Proficiency in medical terminology.
• Familiarity with computer systems and software relevant to administrative functions.
• Exceptional written and verbal communication skills appropriate for a professional setting.
• Demonstrated ability to provide outstanding customer service, solve problems effectively, and manage multiple priorities simultaneously.
• Working knowledge of Windows-based office software, computers, and operating systems.
• Adeptness at adjusting communication style to suit the needs and understanding level of diverse individuals.
• Proven ability to maintain composure and effectiveness in stressful situations.

Additional Requirements

• Must be authorized to work in the United States.
• Will not require sponsorship of any kind for the duration of the assignment.
• Ability to work the following schedule: Monday – Friday, 8:00 AM – 5:00 PM.