Patient Admin Specialist

Overview

A leading medical client of Aquent is seeking a Patient Administrative Specialist. The primary responsibility of this role is to handle new patient coordination, surgery scheduling, and other crucial front-office functions in an outpatient clinical setting. The Patient Administrative Specialist supports any and all administrative tasks required to ensure the smooth daily operations of the clinic while providing a compassionate, high-quality patient experience.

What You Will Do

Patient Interaction & Registration

• Front Desk & Greeting: Act as the primary face of the clinic at check-in and check-out. Greet patients warmly, assist with initial questions regarding appointments, payments, billing, and schedules, and apply foundational customer care standards (such as C-I-CARE principles).
• Registration & Insurance: Verify accuracy of patient insurance information and assure that necessary verifications and authorizations are fully complete before the patient sees a provider.
• Patient Escalations: Actively identify and resolve simple patient concerns, providing on-site service recovery when appropriate, and escalating complex issues through established clinic pathways.

Communication & Provider Coordination

• High-Volume Communication: Manage multi-line phone systems, handle a high volume of inbound and outbound calls, screen and route messages efficiently, and handle non-clinical patient CRM messages (escalating where appropriate).
• Provider Support: Maintain professional communication with clinic staff, physicians, and patients. Coordinate directly with providers regarding their scheduling preferences and alert them immediately to urgent patient needs.

Administrative Tasks & Documentation

• Referral & Appointment Management: Track and manage incoming referrals and schedule patient appointments in a timely manner according to strict scheduling and insurance eligibility guidelines.
• Information Management: Manage and distribute incoming faxes, mail, and clinic-specific documentation. Update and maintain internal paging directories, data collection databases, and process internal forms.
• Team Orientation: Welcome and help orient new administrative staff members to clinic workflows and best practices.

Specialized Functions (Strong proficiency required in at least ONE):

• Medication Prior Authorization
• Specialized Data Collection & Coordination
• Cross-training to support multiple complex providers, services, and/or departments
• Dedicated New Patient Coordination

Job Requirements

Education & Experience

• Education: High School Diploma or GED required.
• Experience: At least one (1) year of related healthcare or clinical administrative experience.

Required Knowledge, Skills, and Abilities

• Medical Knowledge: Essential understanding of basic medical terminology.
• Technical Skills: Strong knowledge of computers, Windows-based office software, and electronic medical records (EMR) systems.
• Communication: Exceptional written and verbal communication skills; a strong phone presence and comfort handling multi-line systems.
• Soft Skills: Must be deeply compassionate, friendly, and actively empathetic. Proven ability to listen actively, remain calm in stressful situations, and adjust communication style to fit the needs and understanding of the patient.
• Organization: Excellent time management skills with a proven ability to solve problems and seamlessly balance multiple clinical priorities.
• Certifications: None required.

Preferred Qualifications

• Prior hands-on experience using EPIC software is highly preferred.

The target hiring compensation range for this role is $35.06 to $38.96 an hour. Compensation is based on several factors including, but not limited to education, relevant work experience, relevant certifications, and location.

About Aquent Talent:

Aquent Talent connects the best talent in marketing, creative, and design with the world’s biggest brands.

Our eligible talent get access to amazing benefits like subsidized health, vision, and dental plans, paid sick leave, and retirement plans with a match. We also offer free online training through Aquent Gymnasium. More information on our awesome benefits! 

Aquent is an equal-opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics. We’re about creating an inclusive environment—one where different backgrounds, experiences, and perspectives are valued, and everyone can contribute, grow their careers, and thrive.

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