Outpatient Access Specialist (OAS)

Rochester, NY


The OAS will schedule clinic visits and Echo procedures for the Children Heart’s Center, supporting both inpatient and outpatient populations. Scheduling is coordinated through the patient ACD phone line and community referrals. Provides customer service and clerical support. Works closely with other OAS staff, administration, providers, and patients and families. Performs functions associated with patient information processing for ambulatory care visits. Completes the tasks of reception, registration, EKG charge reconciliation process, appointment scheduling, eRecord task management, In Basket management and Telephone encounter management using the electronic medical record and patient access. Assures patient satisfaction with information processing and telephone service. Responsible for functions being completed in an accurate, efficient, and customer friendly manner. May be a resource to new staff and may train new or less experienced support staff.


Appointment Scheduling:

  • Schedules new and return visits to ambulatory care using the electronic medical record and patient access and revenue cycle system.

  • Monitors schedules and reports problems to Supervisor.

  • Coordinates appointments for ancillary testing (Echo) or referrals to other clinic sites, follows-up missed appointments and cancellations, completes any correspondence or forms involved with appointment scheduling.

  • Schedules interpreters, assures patient satisfaction with visit prior to discharge from the area. Uses 2 patient identifiers to assure provision of the summary to the correct patient.

  • Obtains prior insurance authorizations where required

Management of Inbound/Outbound Epic Referral Work Queues

  • Coordinates for Peds Cards Clinics

  • Coordinates referrals for Adult Congenital clinics

  • Responsible to process referral, contacting patient, scheduling, returning to referring Physicians and urgent referrals.

  • Manages multiple processes in eRecord including messaging in eRecord In Basket and referral work queue processing. This information is part of the patient legal medical record, therefore, assures accurate and concise information is entered.

Telephone Management:

  • Answers phone in a timely and courteous manner. Manages incoming clinic calls, sorts calls to various providers.

  • Opens a telephone encounter in eRecord when speaking with patients.

  • Assures routing of encounter in eRecord to the appropriate staff/provider.

  • Coordinates outgoing calls related to major functions above.

  • Provides information to patients in order to minimize the need to distribute the telephone call, forwards calls, pages providers, and takes messages.


  • 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.

  • 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.

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

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


  • High School diploma and 1 year related work experience in an administrative office or customer service field; or an equivalent combination of education and experience required

  • 2.5 years related work experience preferred.

  • Medical terminology experience required.

  • 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 use of EMR.

  • Demonstrate ability to type accurately and prioritize assignments.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $17.00 - $22.10 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007
Schedule: 8 AM-4:30 PM