Patient Access Representative - 25 hours per week - weekdays only

POSITION SUMMARY: The Patient Access Representative (PAR) serves as the face of the organization by greeting patients as they access the Health Center, whether by phone or in person. This position shall be responsible for pre-registration, registration, point of service collections, and check-out procedures which include accurate collection and entry of patient information as it is the source for data used throughout the organization. 

          This position is 25 hours per week with the schedule below. 

               Monday:          8:00 a.m. - 3:30 p.m.

               Tuesday:          8:00 a.m. - 3:30 p.m.

               Wednesday:    8:00 a.m. - 12:00 p.m.

               Thursday:        8:00 a.m. - 3:30 p.m.

               Friday:              Not part of regular schedule but may occasionally be asked to cover peer time off.


1. Greet patients in a friendly demeanor, whether in person or on the phone, to provide an inviting, welcoming, and confidential environment in which patients receive desired services. 

2. Promptly and professionally answer telephone calls. Routes calls appropriately, offering voice mail, or redirection of calls, as needed. Returns voicemails in a timely fashion.

3. Appropriately and courteously screen visitors for relevance to the organization’s needs. 

4. Review the patient’s demographics, insurance, and chart documentation two days before the visit to facilitate an efficient registration process for the patient.

5. Complete pre-registration via telephone call with the patient to verify & update demographic, and insurance information, and inform the patient of any co-payment and/or account balances due at the time of service.

6. Upon registration, provide the patient with the paperwork needing completion.

7. Update and scan all registration forms as well as insurance cards, driver’s licenses, and other documentation necessary for the patient's visit.

8. Verify insurance coverage through the carrier’s website and update primary care provider information.

9. Check patient account balances and collect balances due, payments, and/or copays at each visit.

10. Perform verbal interviews with patients, accurately document existing conditions and complaints, and chart medical history to prep for the Optometrist exam

11. Ensure patients are comfortable with office procedures to which they will be exposed during the appointment

12. Use all pretest equipment to perform a range of vision screenings for patients before visiting with the doctor

13. Schedules outgoing referral appointments with external organizations and completes appropriate paperwork

14. Facilitate patient flow and communicate delays with patients and clinical staff. 

15. Document no-shows and cancellations promptly, and timely follow-up. 

16. Collaborate with the billing department regarding data collection, accuracy, and documentation, as well as assist patients with billing questions as needed.

17. Responsible for maintaining multiple providers' schedules, including scheduling and rescheduling patients.

18. Assist patients by scheduling procedures/tests that will be completed at off-site locations as needed.

19. Refer patients to Case Management services for any barriers involving social determinants of health, including transportation, housing, financial barriers, and translation services.

20. Organize and work effectively and efficiently through a broad scope of tasks.

21. Assist with requests for medical records, prior authorizations, phone coverage, and correspondence as needed.

22. Assist with evening coverage as necessary to meet Health Center needs.

23. Responsible for cash drawer with the need to reconcile payments received with receipts daily.

24. Participate in relevant quality and performance improvement initiatives.

25. Perform other duties as requested by Supervisor and/or Manager. 



1. High School Diploma or GED required.

2. One-year experience in a medical-related field or specialized education in a medical office field preferred. One year may be a combination of experience and education.

3. Ability to maintain a high level of professionalism and confidentiality in dealing with patient information and/or issues.

4. Excellent organizational, computer, and information management skills.

5. Ability to maintain good working relationships with others.

6. Excellent verbal and written communication skills.

7. Knowledge of and/or experience with federally qualified health centers is preferred.


1. Ability to lift and carry up to 25 lbs

2. Ability to sit for long periods

3. Ability to tolerate extensive exposure to computer monitor/screen.

4. Ability to tolerate extensive use of computer keyboard.