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University of Rochester Outpatient Access Specialist (FLOAT) - 228418 in Rochester, New York

Outpatient Access Specialist (FLOAT) Job ID 228418

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 007 Pediatrics Cardiology


8 AM-4:30 PM



The Outpatient Access Specialist (OAS) provides a high degree of customer service and clerical support to the Pediatric Cardiology Practice in the Children’s Heart Center and coordinates functions associated with patient information processing for ambulatory care visits and procedures. The OAS works closely with other OAS staff and associated medical providers, acting as a resource to faculty and staff. Monitor and ensure all functions are completed in an accurate, efficient and customer friendly manner. Pediatric Cardiology is a highly complex practice involving but not limited to medical procedures serving the inpatient and outpatient population. The OAS interfaces with the Department of Surgery’s Division of Cardiothoracic Surgery to coordinate surgical procedures and pre/post-operative appointments.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

Major Responsibilities:

20% Reception and Registration


  • Greet patients to initiate positive ambulatory experience, identify healthcare provider to be seen, direct patients to next destination, obtain electronic signatures as needed, obtains patient photo, identify and assess patients’ special needs (e.g., interpreters).

  • Provide constant vigilance of waiting area ensuring no patient waits unduly long providing communication between Tech/Nurse Station and the patient if there is a delay to patient’s appointment time.

  • Registration

  • Provide accurate registration collect patient demographic and financial information of patient arrivals in eRecord in an efficient, customer oriented manner. Confirm patient insurance and demographic information following protocol for updating patient information; distribute questionnaires when appropriate and collect co-payments following protocol for the collection of co-payments.

  • Monitor registration errors, complete missing registration data, reconcile and ensure accuracy of patient information to reduce billing rejections. Identify ways to reduce follow-up, repetitive, or corrective work.

  • Using eRecord work daily schedule, prepare paperwork and enter standard test orders in the Electronic Medical Record (EMR). Organize in respective folder. Notify Tech/Nurse station of all infection controlled flagged patients scheduled for the day.

  • Serve as a focal point for handling patient issues and serve as front-line problem solver.

10% Management of Insurance Prior Authorizations

  • Research type of visit/procedure/medication that requires insurance prior authorization

  • Obtains necessary CPT billing codes, Diagnosis codes, supporting clinical documentation

  • Generates/processes/completes electronic or verbal insurance authorization

  • Notifies Provider/Nurse of issues or denials prior to patient appointment

    20% Clinic Preparation

  • Using eRecord, review to prepare for clinic patients; review and identify patients in need of reminder calls, identify and resolve issues in preparation for future clinics.

  • Prepare weekly Reports gathering patient clinical information to be discussed in Provider Conferences prior to the patient’s scheduled procedure that week. Attention to detail is required to ensure the most recent clinical data is included on the Report.

  • Scan documents via On-Base to eRecord daily.

    15% Financial Management

  • Reconcile daily eRecord Cash Drawer at the end of the day for each clinic and balance cash drawer. Identify and resolve discrepancies.

  • Reconcile reports with encounter forms and ensure all charges are captured. Work directly with Office Manager to ensure billing is accurate prior to submission to Central Billing Office.

    30% Coverage

  • Provide cross coverage for other staff members in the Clinic. Provide checkout support; schedule procedures, follow up appointments and appointments with other specialty referrals internal and external to Medical Center; coordinate multiple visit appointments to reduce return visits resulting in increased customer satisfaction.

    5% Other Clerical Duties

  • Perform miscellaneous tasks as assigned by Supervisor such as medical records management, maintain logs and census reports.


High School diploma and 2 years 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.

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 patients, families and staff. Ability to act as a resource to less experienced staff. Demonstrated ability to type accurately on office equipment. Demonstrated customer relations skills. Medical office/clinic experience preferred. Demonstrate skill and efficiency in eRecord and electronic insurance verification system. Demonstrate ability to type accurately and prioritize assignments.

Required Competencies:

High degree of professionalism with excellent communication and strong customer service skills required. Demonstrate efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvements. Demonstrate skill and efficiency in eRecord and Cadence system. Demonstrate efficiency in prioritizing assignments and skill in proactively resolving problems. Ability to work independently and with minimal direction in a fast-paced, stressful environment required. Efficient and effective multi-tasking skill required. Position also rated according to attendance.

Training / Certification Expectations:

eRecord EMR System, Onbase

Supervisory Responsibilities:

None other than training and directing work until staff meet requirements for electronic insurance verification systems.

Reports to:

Clinical Operations Manager, Children’s Heart Center


Computer, Photocopier, Telephone, Scanner, Printer/Fax, Label Maker.

System Access:

Requirements: eRecord

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled