Outpatient Access Specialist

Rochester, NY


General Purpose:

The position serves the Vascular and Cardiac Rehabilitation patient population and referring physicians, combining reception/registration/scheduling duties at the Canal View Office reporting to the Vascular Lead Outpatient Access Specialist and taking direction from the Cardiac Rehabilitation Office Manager. The candidate must possess excellent communication skills and exercise independent judgment and initiative in registering, scheduling and communicating with patients. The position requires attention to detail - the ability to prioritize tasks, to type accurately, and be familiar with and comfortable working with computers. The candidate must be able to work independently, and perform routine and non-routine clerical duties of a specialized nature in an extremely busy environment.


Greet patients reporting for clinical visits and procedures. In a confidential and professional manner, confirm demographic and insurance information for entry into hospital wide computerized registration software system. Evaluate acquired information for completeness and accuracy. Provide HIPAA confidentiality policy notice to patients, obtain documentation signature. Coordinate and review data with billing staff to insure data is sufficient for their needs.

  • Collect encounter forms from patients exiting clinic. Check for completeness and accuracy; communicate any discrepancies back to provider for clarification. Schedule procedures, follow-up appointments and ancillary tests with input from physicians and other health care personnel. This requires the ability to evaluate medical information provided, and to clarify information as needed for other areas. Collect co-pays as needed, maintain receipt information, cash pick-up and delivery daily. Collate encounter forms on a daily basis and deliver to billing office. Provide patients and health care personnel with procedure descriptions and special instructions as necessary. Must possess the ability to provide answers to questions asked by patients, and to determine which questions should appropriately be addressed by physicians or other health care providers.

Answering phone inquiries /Appointment scheduling

Assess and triage incoming calls. Evaluate patient's concerns and refer to physicians or other health care personnel to address. Respond to callers independently, and follow-up to be sure all requests are handled in a timely fashion.

  • Using knowledge of complicated and ever-changing physician schedules enter appointments for each of the providers. Requires determination of physician availability, and evaluation of patients who are not referred to a specific individual.

  • Gather pertinent medical information and accurate billing information at the time of scheduling (from patient, referring physician and other health care professionals). Must project professional image to allow collection of accurate and complete medical information, while maintaining patient confidentiality issues.

  • Communicate medical information to patients, and messages to other callers as directed by physicians, nurses and administrative staff.

Schedule/Billing confirmation and generation of reports

  • Review all provider schedules in advance of clinic date to verify accuracy. Rectify any errors that may have occurred.

  • Create updated schedules on a daily basis to reflect add-ons and walk-ins. Communicate schedule changes to secretaries, physicians and off-site service areas as necessary.

  • Call each patient two days prior to appointment to remind of date, time and location.

  • Sort and mail appointment confirmation letters.

Other duties as assigned.


Minimum Education

  • High school diploma and 2 years work related experience in an administrative office or customer service field


  • Or equivalent combination of education and experience

Knowledge, Skills & Abilities - Preferred

  • Medical terminology knowledge and experience with Flowcast, EPIC, or other EMR

  • Strong attention to detail, organizational, interpersonal, and communication skills, including written communication.

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

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007 CVSL - Vascular Surgery