Outpatient Access Specialist

Rochester, NY


General Purpose:

The Outpatient Access Specialist provides support to the Echocardiography and Nuclear Department of a team of physicians, APP and RN’s. Performs functions associated with patient information processing for ambulatory care visits. Completes the tasks of reception, registration, appointment scheduling, eRecord task management, In Basket management and Telephone encounter management using the electronic medical record and patient access. Responsible for functions being completed in an accurate, efficient, and customer friendly manner. This position also requires working knowledge of privacy and other policies and procedures in daily contact with confidential information and material. Candidate must be able to work independently and with excellent organizational skills required.


Telephone Management: Assess and triage incoming calls in a timely and courteous manner. Gather pertinent medical information at the time of scheduling (from patient, referring physician and other health care professionals). Evaluate urgency of response and communicate messages in a timely fashion. Communicate medical information to patients, and messages to other callers, as directed by physicians, nurses and APPs. Must project professional image to allow collection of accurate and complete medical information, while maintaining patient confidentiality issues.

Appointment Scheduling: Mobile, hospital inpatient and outpatient. Schedules visits to Echocardiography and Cardiology Nuclear using the electronic medical record, monitors schedules and reports problems to Supervisor. Follows-up missed appointments and cancellations, completes any correspondence or forms involved with appointment scheduling, schedules interpreters, schedules outside services to meet patient’s needs (e.g., transportation), Must possess the ability to determine scheduling priorities based on diagnostic information provided. Prepares paperwork for the following day.

eRecord and Performance Analysis: Edits and corrects registration errors and completes missing registration data. 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. 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.

Registration: Collects patient demographic and financial information in an efficient, customer-oriented manner, asks specific questions of patient to verify information accuracy in order to establish a billable account. Enters information into the electronic medical record and patient access and revenue cycle system. Requests patient e-mail address for confirmation purposes. Assures completion of all appropriate forms by patients, such as, Medicare Secondary Payer assurance, provision of HIPAA information for new patients, requesting patient identification to verify identity, provision of Financial Assistance Program, etc.

Contributes to operations including supply maintenance, and opening and closing of facility as needed. Cross-coverage in shared clerical office; on call schedule, & special projects and other responsibilities as assigned.

Participates coverage rotation for weekend am shifts as needed.

Other duties as assigned


  • High School diploma required

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

  • 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 preferred.

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: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 007 CVSL Outpatient ACG & CC