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University of Rochester Outpatient Access Specialist - 220048 in Rochester, New York

Outpatient Access Specialist

Job ID



Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 007 OPD Occupational Medicine


8:30 AM-5 PM


Position Summary:

Coordinates functions associated with patient information processing for ambulatory care visits. Monitors and ensures that functions are completed in an accurate, efficient and customer-friendly manner.


Business Office Operations

  • Answering Phones -scheduling appointments using Departmental Electronic Medical Record (EMR), triaging phone calls appropriately.

  • Routing incoming specialist notes and lab or x-ray results to appropriate provider.

  • Sending faxes to clients, and routing incoming faxes to appropriate staff.


  • Provide back-up support for departmental Check-In operations.

  • Collects patient demographic information in an efficient, customer-oriented manner

  • Asks specific questions of patient to verify information accuracy and

  • Enters information into hospital information system and OEM EMR system.

  • Registers ED patient in E-record and Flowcast

  • Non-Injury Registration

  • Prepares medical record

  • Determines company package in preparing customized encounter form

  • Provides medical history forms and OSHA questionnaires pertaining to the medical exam (e.g. Hearing, asbestos, respirator) to patient for completion

  • Prepares company forms for the exam when required by company

  • Registers patient in hospital information system and

  • Assures that required photo ID is obtained and written protocols followed

  • Prepares ancillary forms when needed (e.g. Radiology, laboratory, Regional Toxicology)

  • Communicates with Lead Secretary or Supervisor when there are any questions or concerns about the patient or services to be rendered

  • Helps to ensures patient satisfaction with visit

  • Must be well informed regarding medical and company protocols and drug screen collection and breath alcohol testing procedures

  • Injury Registration

  • Registers patient in Flowcast

  • Prepares medical record

  • Prints customized company label for injury encounter form

  • Prepares radiology and laboratory request forms as needed

Charge Entry and Workers Comp Visit Registration and C4 Form Completion

  • Initial Input

  • Initiates the encounter form for each patient visit

  • Enters into OEM EMR system provider names and encounters for all clinical and offsite services (e.g. May have 100 patients to enter when flu immunizations are given at company site)

  • Charge Processing: Monthly Billing

  • Enter accurate patient visit encounters and charges

  • Provides necessary corrections for Daily Reconciliation Report

Check-Out/Appointment Scheduling

  • Provide back-up support to departmental Check-Out operations.

  • Schedules new and return visits to OEM using OEM Agility appointment scheduling system

  • Faxes "Encounter Summary" or "Work Status Report" to company contact

  • Scans visit documents into medical record

  • Scans all results and specialist reports into medical record

  • Coordinates appointments for ancillary testing

  • Follows up missed appointments and cancellations

  • Completes any correspondence or forms involved with appointment scheduling

  • Schedules interpreters

  • Prints and distributes next day appointment schedules to providers and clinic areas

  • Utilizes professional telephone skills for accurate appointment scheduling and friendly customer service

Performance Analysis

  • Attention to detail for accuracy and efficiency

  • Edits and corrects registration errors

  • Completes missing registration data

  • Reconciles and edits charge entry

  • Ensures accuracy of patient schedules

Other Clerical Duties

  • Performs miscellaneous tasks as assigned by the Supervisor such as medical records management, reconciling supply invoices and daily reconciliation reports.

  • Upon receipt of ancillary services billed to OEM as guarantor (e.g. Radiology, laboratory, Regional Toxicology, referral services), matches to encounters already entered at time of visit

  • Schedule ED referrals for Workers' Comp visit.


High School diploma and 2 years (4 years preferred) related work experience; or an equivalent combination of education and experience. Medical terminology experience preferred. Demonstrated ability to word process documents and enter data into a database. Demonstrated skills related to achievement of customer satisfaction. Demonstrates the ICARE values to patient, families and staff. Ability to act as a resource to less experienced staff.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled