Patient Admin Specialist (PAS) [AQ-24566]

Aquent; San Jose (CA); On-site; USD 28,000 - 33,000; Full time

Job summary

Aquent is seeking an organized healthcare administrative assistant to serve as the welcoming face and backbone of operations. You will ensure a smooth patient experience and provide essential administrative support, directly impacting patient journeys and clinical staff efficiency.

Responsibilities include front desk management, appointment coordination, and proficient use of EMR systems. The role requires strong communication, multitasking, and a patient-first approach in a fast-paced

Qualifications

• High School Diploma or GED required.
• Knowledge of medical terminology.
• Proficiency with computer systems and EMR software.
• Strong communication and customer service skills.
• Ability to multitask in a busy healthcare setting.

Responsibilities

• Serve as the primary point of contact for patients, managing entry, front desk operations, and check-in/out processes to ensure a smooth experience.
• Greet patients and assist with initial questions regarding appointments, payments, and schedules.
• Manage a multi-line phone system with precision, screening and routing calls, and taking accurate messages for clinical staff and providers.
• Ensure all necessary verifications and authorizations are completed before appointments to facilitate seamless service delivery.
• Communicate with healthcare providers about scheduling preferences and urgent patient needs.
• Provide patient support using reference documents and tools.
• Maintain information and directory databases and process forms with high accuracy.
• Utilize EMR and telephone systems to perform tasks efficiently.

Skills

Medical terminology

Customer service

Communication skills

Multitasking

Windows OS

EMR systems

Phone system

Education

High School Diploma or GED

Tools

EMR software

Windows OS

Phone system

Job description

Aquent is proud to partner with a leading organization dedicated to advancing healthcare and improving patient lives. This innovative environment fosters direct contributions to vital community services, where your work directly enhances the well-being of the community. Join us in making a profound and tangible difference every single day, shaping the future of care and contributing directly to the well-being of the community.

About The Role

We are seeking a highly organized and compassionate individual to join a dynamic team as a pivotal member, serving as the welcoming face and efficient backbone of operations. In this critical role, you will ensure seamless patient experiences and provide essential administrative support, directly influencing countless patient journeys and empowering both patients and clinical staff. This is your chance to make a profound and tangible difference every single day, shaping the future of care and contributing directly to the well-being of the community.

What You’ll Do

• Serve as the primary point of contact for patients, expertly managing entry, front desk operations, and check-in/out processes to ensure a smooth experience.
• Warmly greet and welcome patients, providing essential assistance with initial questions regarding appointments, payments, and schedules.
• Manage a multi-line phone system with precision, screening and routing calls, and taking accurate messages for clinical staff and providers.
• Ensure all necessary verifications and authorizations are meticulously completed before patient appointments, facilitating seamless service delivery.
• Communicate effectively and proactively with healthcare providers regarding scheduling preferences and respond promptly to urgent patient needs.
• Provide essential patient support by skillfully utilizing various reference documents and tools.
• Execute diverse administrative tasks, including maintaining information and directory databases, and processing necessary forms with high accuracy.
• Utilize telephone systems and electronic medical records systems proficiently to perform assigned job tasks, ensuring operational efficiency.
• Consistently meet or exceed organizational and department service standards, contributing to a culture of excellence.
• Address non-clinical patient inquiries and messages with empathy and efficiency, escalating as appropriate to ensure comprehensive care.
• Oversee the meticulous management and distribution of faxes, mail, and the organized filing of documentation.

What You’ll Bring

• High School Diploma or GED.
• Knowledge of medical terminology.
• Proficiency in computer systems and software relevant to administrative functions.
• Excellent verbal and written communication skills, appropriate for a professional healthcare setting.
• Demonstrated ability to provide exceptional customer service, solve problems efficiently, and manage multiple priorities simultaneously.
• Familiarity with 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.

Eligibility Requirements

• 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.