Patient Scheduling & Insurance Coordinator

Mary Washington Healthcare; Fredericksburg (VA); On-site; USD 26,000 - 34,000; Full time

Job summary

Mary Washington Healthcare in Fredericksburg, VA is seeking a patient access specialist to verify insurance, obtain pre-authorizations, and manage scheduling for imaging procedures. You will greet patients, collect payments, and ensure accurate records and smooth day-to-day operations across MIF locations.

This role emphasizes strong communication, attention to detail, and teamwork with physicians, auditors, and billing staff to secure proper reimbursement and a positive patient experience.

Qualifications

• High school diploma or equivalent.
• Basic computer skills. Strong verbal and written communications skills required.
• Two (2) years related experience in a call center, patient registration, patient accounts, or patient billing preferred.
• Experience in third party insurance and insurance terminology, CPT, and ICD-9 codes preferred

Responsibilities

• Greets all customers in a courteous and professional manner. Addresses customers' needs efficiently, effectively, and confidentially.
• Answers telephones courteously, professionally, and promptly. Screens and transfers telephone calls or takes messages as appropriate.
• Assists in the handling of various patient financial matters.
• Schedules tests as ordered by a physician or their through appropriate scheduling software.
• Maintains documentation necessary for compliance with state, federal and other regulatory agency requirements.
• Collects insurance cards and valid ID card.
• Obtains authorization information from insurances via their website as applicable.
• Monitors scheduling work-lists to ensure timely scheduling and insurance verification.
• Provides patients and/or physicians' offices instructions for proper pre-procedure preparation.
• Communicates with insurance companies to determine appropriate benefits, required co-pays, documents pre-authorizations, and prorates bills with management approval, to accurately secure proper reimbursement from insurance companies and patients.
• Maintains an organized and efficient work area.
• Monitors patient schedules, workflow, and activities of all imaging sub-sections to assure a smooth and coordinated traffic flow.
• Ensures patients, family members, and Associates are kept informed of activities and delays.
• Provides ongoing follow-up regarding delays for affected patients.
• Monitors appropriate reports.
• Maintains knowledge of CPT and ICD-10 codes, ensuring orders are entered accurately and efficiently.
• Reconciles daily charges.
• Ensures correct CPT, ICD-10, referring physician, and correct charging information.
• Performs closing procedures to include tallying daily charges and procedures vs. Epic daily patient log report, reconciles credit card transactions; submits total charges and balances, and collected co-pays and outpatient fees.
• Prepare and maintain CD and film requests and fax-and-confirm requests by obtaining appropriate HIPAA guidelines and departmental processes.
• Maintain adequate inventory of supplies and materials and keep patient records in an organized fashion.
• Distributes final reports of all procedures to the ordering doctors as appropriate.
• Serves as a liaison to the patient/guarantor, insurance company, and physician office to ensure all necessary approvals for services rendered and received are documented appropriately.
• Enters all necessary pre-authorization documentation into Radiology Management Systems (RMS) via the revised schedule information screen to ensure correct transfer of information for billing, and efficient follow-up with patients/guarantors and third-party payers.
• Reviews pre-authorization denial reports provided by the billing company to ensure accuracy of the pre-authorization process.
• Provides assistance in other areas of the MIF departments as needed.
• Performs other duties as assigned.

Skills

Computer skills

Verbal communication

Written communication

Education

High school diploma or equivalent

Job description

Mary Washington Healthcare in Fredericksburg, VA is seeking a patient access specialist to verify insurance, obtain pre-authorizations, and manage scheduling for imaging procedures. You will greet patients, collect payments, and ensure accurate records and smooth day-to-day operations across MIF locations.

This role emphasizes strong communication, attention to detail, and teamwork with physicians, auditors, and billing staff to secure proper reimbursement and a positive patient experience.