Temporary Access Representative – Up Valley

OLE Health; Calistoga (CA); On-site; USD 33,351 - 40,763; Full time

Job summary

OLE Health is seeking a Temporary Access Representative I to support patient services in St. Helena/Calistoga, California. This role involves greeting patients, data entry, scheduling appointments, and ensuring a positive patient experience.

Applicants must have a High School Diploma and experience in healthcare is preferred. Exceptional customer service skills and bilingual proficiency are strongly preferred. This temporary role is expected to last up to 6 months.

Qualifications

• Entry-level; one year of experience in a healthcare setting preferred.
• Must hold current CPR certification.

Responsibilities

• Greet patients politely and manage multiple priorities.
• Accurately input patient data into EMR.
• Schedule patient appointments and provide program information.

Skills

Bilingual (English/Spanish/Russian/Dari/Punjabi/Vietnamese)

Strong analytical and problem-solving skills

Data entry skills

Customer service skills

Education

High School Diploma or GED

Tools

Microsoft Office

Electronic Health Record systems

Job description

Temporary Access Representative – Up Valley

Position Title: Access Representative I

Department: Medical

Reports To: Access Supervisor

Location: St. Helena/Calistoga, CA

Pay Range: $24.21 to $29.59/hr based on experience

Schedule: Monday–Friday, 8 AM–5 PM

Status: Temporary (up to 6 months or less)

Supervisory Responsibilities: Has direct reports: Yes

About CommuniCare+OLE

Established in 2023, CommuniCare+OLE is the result of a union of two health centers with deep roots in their respective communities and a reputation for providing high‑quality primary care to all, regardless of insurance or ability to pay. Building on a legacy established by both organizations in 1972, CommuniCare+OLE is a network of federally‑qualified health centers with 17 sites across Napa, Solano, and Yolo Counties. It offers comprehensive care, including medical, dental, behavioral health and substance use treatment, nutrition, optometry, pharmacy, care coordination, referrals, and enrollment assistance to more than 70,000 individuals, and no one is turned away due to lack of insurance, immigration status, or ability to pay. Many services are offered outside of its sites, including mobile health, home visiting, and community and school‑based programs.

Benefits

Benefits are not provided to temporary employees.

Job Summary / Overview

The Access Representative I works under the Access Supervisor with a team of administrative, clinical, and program staff to perform a variety of patient services responsibilities. The role involves greeting patients in person or on the phone, maintaining a safe and clean reception area, and ensuring continuity among work teams through documentation and communication.

EEO Statement

CommuniCare+OLE provides an inclusive workplace that promotes and values diversity and life experience. We encourage people of all backgrounds to apply, including but not limited to Black, Indigenous Peoples, people of color, immigrants, refugees, women, LGBTQIA+, people with disabilities, veterans, individuals of all ages and religions, and individuals who have been affected by the legal system. You are welcome here.

Minimum Position Requirements

• Education: High School Diploma or GED required.
• Experience: Entry‑level; one year of experience in a healthcare setting preferred.
• Special Skills/Training: Bilingual strongly preferred (English/Spanish/Russian/Dari/Punjabi/Vietnamese).
• Must hold current CPR certification.
• Strong analytical and problem‑solving skills and attention to detail.
• Data entry skills, Microsoft Office, and experience with Electronic Health Record systems.

Essential Functions & Responsibilities

1. Demonstrate exceptional customer service skills, greeting patients politely, responding effectively to questions, and managing multiple priorities.
2. Accurately input patient data into EMR before saving.
3. Use script/protocol to screen patients for insurance eligibility, refer self‑pay patients to the Eligibility Specialist, and place confirmation calls.
4. Answer all telephone calls timely, efficiently, and courteously.
5. Schedule patient appointments, provide program information, pre‑register patients, and place reminder calls.
6. Accurately charge patients, collect payments, and ensure receipts are balanced.
7. Enforce patient privacy and confidentiality guidelines, secure PHI, and dispose appropriately.
8. Use tablet to greet and direct patients at the entrance.
9. Complete check‑in process and register patients.
10. Assist in training new staff.
11. Schedule appointments per policies and guidelines.
12. Capture patient demographic and insurance info in EMR, scan forms, and update status.
13. Verify insurance eligibility via systems and update payer codes.
14. Ensure required forms are completed and signed; assist patients.
15. Collect and post co‑pays, balances, and provide receipts.
16. Reconcile monies with day‑sheet reports and safeguard cash and card transactions.
17. Follow up on telephone encounters, recalls, and appointment requests.
18. Open incoming mail and process or direct appropriately.
19. Maintain log of presumptive eligibility and submit weekly as required.
20. Follow managed‑care procedures for service authorizations.
21. Attend meetings and trainings to maintain professional growth and comply with policy.
22. Verify accuracy, obtain necessary consents, and documentation on registration.
23. Provide professional greeting on phone or in person and create positive patient experience.
24. Perform all other duties as assigned.