Patient Care Specialist (Medical Assistant)

Planned-Parenthoo; Buffalo (NY); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Paid Time Off

10 paid holidays

Affordable medical

Dental

Vision

HSA/FSA

401(k) with match

Job summary

Planned Parenthood of Central and Western New York in Buffalo, NY is seeking a Patient Care Specialist to manage intake, coordinate care, and support clinicians in a fast-paced health center. The role emphasizes patient-centered care, confidentiality, and efficient scheduling.

The position requires 2–4 years in a clinical setting, high school diploma or GED, and a willingness to travel to multiple sites as needed. The organization offers competitive benefits and growth opportunities.

Qualifications

• High School Diploma or GED preferred.
• Medical Assistant certification desired.
• 2-4 years clinical experience.
• Must handle client information discreetly.
• Must be organized and able to multitask.
• Excellent customer service and communication skills.

Responsibilities

• Handle patient intake processes per PPCWNY policies, greet patients, verify demographics, check in/out in the EHR, verify insurance, and assist with forms.
• Record data in the EHR, including vital signs and history.
• Perform routine tests (pregnancy tests, HIV tests, blood draws, urine tests) as ordered.
• Assist clinician in exam room with patient support and counseling on reproductive health, birth control, and STI information.
• Prepare and clean exam rooms, manage supplies, and document daily routines.
• Update reference materials to PPCWNY standards and prepare lab specimens for pickup.
• Assist with referrals, scheduling, and follow-up communication within protocols.

Skills

Customer service

Communication skills

Multitasking

Organization

HIPAA compliance

EHR knowledge

Bilingual

Education

High School Diploma or GED preferred

Tools

Microsoft Office

Electronic Health Records

Job description

Description

Patient Care Specialist

Buffalo, NY

Planned Parenthood of Central and Western New York (PPCWNY) protects and provides health care and education that empowers individuals and families. With respect. Without judgment. No matter what.

Essential Functions

Patient Care

• Independently responsible for handling the intake process in accordance with PPCWNY’s policies: greeting patients, determining the reason for visit, verifying patient demographic information, checking patients in/out of EHR, verifying insurance, and screening applicants for presumptive eligibility, Medicaid for Pregnant Women, and the Family Planning Benefit Program and assisting the patient with the completion of forms and releases; verify insurance eligibility and coverage prior to services being rendered
• Clearly and accurately records data in the Electronic Health Record including vital signs and medical/family/social history
• Performs routine tests, including but not limited to; urine pregnancy tests, HIV tests, blood draws, urine specimen collection and urine dips, as ordered by the provider
• Assists the Clinician in the exam room by providing patient support, comfort measures, counseling, basic education and information including but not limited to; reproductive health care/issues, birth control, STI’s information
• Responsible for opening exam rooms; preparation and set-up and closing of exam rooms; breakdown, cleaning and storage of all patient service rooms, supplies, equipment, and documentation on a daily basis
• Key resource for handling the annual update of all reference materials used in the health center to ensure accuracy and consistency in accordance with PPFA Medical Standards and Guidelines
• Prepares specimens for lab pick-up
• Assists in surgical abortion service areas including but not limited to; products of conception, recovery room, and procedure room support
• Assist with patient referrals, phone calls, reports, and follow-up appointment scheduling as directed within the protocol guidelines of PPCWNY
• Performs POC duties per policy and procedure

Patient Services

• Operate telephones efficiently by promptly answering the telephone, screening telephone calls and referring appropriately, and recording and delivering telephone messages as necessary
• Maintain a clean and organized work area, ensuring patient confidentiality according to HIPAA compliance regulations
• Schedule, confirm and reschedule patient appointments as needed in a timely, efficient manner
• Interface with Phreesia to check in and register patients
• Assess patients for their placement on a Discount Fee Schedule
• Request income information from patients by completing the appropriate documentation
• Assess eligibility and screen patients for grants and other payment sources such as but not limited to: Medicaid Presumptive Eligibility for Pregnant Women and the Family Planning Benefit Program
• Assist patients with completion of insurance forms as necessary; assist in obtaining necessary program eligibility documentation, if necessary
• Collect payment and inform client of any outstanding financial responsibility
• Verify checks, credit cards, and debit cards, as outlined in procedures; provide patient with a receipt
• Provide emergency contraceptives and birth control to patients/people who walk in for supply sales in accordance to company policy and procedure
• Review charges for completeness and accuracy; enter client visit record (CVR) data into EPM
• Follow appropriate Cash Handling procedures

Other Accountability Activities

• Provide excellent customer service to all patients and visitors with the intent of exceeding expectations
• Clerical duties including but not limited to; Copying, locating charts, fax/scan charts and paperwork, mailing, and completing appropriate forms
• Conduct monthly inventory and ordering of supplies as required
• Expected to travel to other sites to fill in as directed by Health Center Leadership
• Participates in and adhere to agency’s compliance, Quality and Risk Management program
• Participate in affiliate initiatives
• Responsible individually and jointly for achieving productivity, customer service, and capacity goals as set by PPCWNY
• Assists with training of new Patient Services Specialist and Patient Care Assistants to ensure that cross training occurs leading to support of all health center programs/services
• Works on other projects as assigned by the Health Center Manager, Nurse, or Director of Health Center Operations
• Shows respect to all internal and external customers for differences in backgrounds, lifestyles, viewpoints, and needs

Requirements

Qualifications

Applicants must possess the following qualifications (or equivalent combination of education and experience):

Education

• High School Diploma or GED preferred

Certificates, Licenses, Registrations

• Medical Assistant certification desired

Experience—

• 2 - 4 years of experience in a clinical role

Knowledge, Skills, & Abilities:

• Must be able to handle client information discreetly
• Must be organized, able to prioritize tasks and handle multiple projects
• Must have excellent customer service and communication skills (verbal and written) and be comfortable with multi-tasking
• Ability to work effectively and cooperatively with staff; ability to work in a fast-paced environment; able to juggle multiple priorities a must
• Computer skills basic Microsoft office, email and use of Electronic Health Records strongly preferred
• Experience in customer service desirable
• Must be able to work a flexible schedule, and travel to multiple sites, as needed
• Planned Parenthood seeks candidates who have experience delivering care and services to diverse service populations
• Planned Parenthood seeks candidates who have proficiency in two or more languages
• A commitment to PPCWNY’s mission, vision, & values, along with a commitment to providing services to a wide range of clients and to the goals of PPCWNY is essential

Working Conditions

• Standard health center environment
• Well-lit/ventilated

Physical Requirements

• Ability to lift 25 pounds with or without an accommodation
• Possess sufficient mobility to perform the Essential Functions listed in this Job Description with or without an accommodation
• May experience visual fatigue working at computer with potential extended periods of sitting
• Ability to travel to all agency locations as assigned

Work Schedule

This is a full-time (37.5 hours per week); regular schedule will be Monday – Friday with occasional evenings and weekends.

Benefits & Compensation

At PPCWNY, we are committed to equitable compensation practices and transparency. In alignment with these efforts, the pay for this position ranges from $20.71 to $24.05/hour. Actual compensation will be determined by experience and other factors permitted by law.

In addition to competitive compensation, PPCWNY offers an extensive benefits package:

• Paid Time Off
• 10 paid holidays
• affordable medical
• dental
• vision options
• Health Savings Account or Flexible Spending Account
• 401(k) with match
• much more!

Planned Parenthood of Central and Western New York is an equal opportunity employer.