University of Texas at Austin

Job Posting Title:

Patient Access Representative, Access and Outcomes Center, UT Health Austin

Hiring Department:

Dell Medical School

Position Open To:

All Applicants

Weekly Scheduled Hours:

40

FLSA Status:

Non-Exempt

Earliest Start Date:

Jun 16, 2025

Position Duration:

Expected to Continue

Location:

UT MAIN CAMPUS

Job Details:

General Notes

The Dell Medical School is seeking a Patient Access Representative.

Purpose

The Patient Access Representative (PAR) is responsible for managing patient registration, scheduling appointments, verifying insurance, and handling payments. This role serves as the first point of contact for patients and ensures a smooth and efficient patient experience. The PAR typically reports to the Patient Access Manager and works closely with clinical staff, billing departments, and other administrative personnel.

Responsibilities

Patient Registration & Check-In/Out

• Manage the check-in and check-out process for all patients.
• Verify demographic and insurance information.
• Collect necessary documentation and ensure a welcoming patient experience.

Appointment Scheduling

• Schedule and confirm patient appointments with accuracy.
• Collaborate with clinical teams to optimize patient flow and providers' schedules.
• Manage provider calendars and reduce wait times.

Insurance Verification

• Verify patient insurance eligibility.
• Obtain necessary pre-authorizations or referrals.
• Communicate benefits and financial responsibilities to patients.

Payment Collection

• Collect co-pays, deductibles, and outstanding balances.
• Ensure all payments are accurately recorded and reconciled daily.
• Issue receipts and maintain documentation in accordance with policy.

Customer Service

• Address patient questions or concerns regarding services, insurance, billing, and waiting times.
• Serve as a liaison between patients and the healthcare team.
• Provide exceptional customer service in person and on the phone.

Data Entry & EHR Management

• Accurately document patient information in the Electronic Health Record (EHR).
• Uphold privacy and compliance standards including HIPAA.
• Maintain patient records and confidentiality.

Team Collaboration & Flexibility

• Support team operations by stepping into various roles and responsibilities across the front office and care delivery space as needed.
• Collaborate with clinical and administrative teams to optimize patient care.
• Participate in quality improvement and utilization review activities.

Other related functions as assigned.

Marginal or Periodic Functions:

• Assist with special projects or initiatives as needed.
• Provide backup support for other administrative roles during peak times or absences.
• Participate in training and development activities to stay current with job requirements.
• Assist with inventory management and ordering of office supplies.
• Support community outreach or patient education events.

Knowledge, Skills, and Abilities:

• Customer Focus: Skilled at understanding and meeting the needs of patients and their families. Examples: actively listening to patient concerns, providing clear and accurate information, and following up to ensure satisfaction.
• Interpersonal Savvy: Skilled at building and maintaining effective relationships with patients, providers, and team members. Examples: demonstrating empathy, managing conflicts constructively, and collaborating effectively.
• Organizational Agility: Skilled at navigating the healthcare system and understanding how to get things done. Examples: knowing who to contact for specific issues, understanding workflows, and adapting to changes.
• Time Management: Skilled at managing time effectively to handle multiple tasks and responsibilities. Examples: prioritizing tasks, meeting deadlines, and maintaining productivity.
• Problem Solving: Skilled at identifying and resolving issues efficiently. Examples: analyzing problems, developing solutions, and implementing corrective actions.

Required Qualifications

High school diploma or GED. Minimum of 2 years of experience in a healthcare setting or customer service role. Proficiency in electronic health record (EHR) systems and scheduling software. Knowledge of medical terminology and healthcare insurance plans. Strong communication skills, both verbal and written. Exceptional customer service and conflict resolution skills. Ability to manage multiple tasks in a fast-paced environment independently. Attention to detail and accuracy in data entry and patient registration processes. Basic math skills for handling payments and financial transactions.

Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

Bachelor's degree in healthcare administration or related field. Experience in patient access, registration, or medical office administration. Prior experience in a small medical practice or multifunctional front office setting. Familiarity with radiology workflows. Familiarity with HIPAA guidelines and healthcare compliance standards. Bilingual in English and Spanish. Experience with insurance verification and authorizations. Knowledge of referral and pre-authorization processes. Experience working in a multi-specialty or high-volume medical office setting. Certification in Medical Office Administration or related field.

Salary Range

$37,000+ depending on qualifications

Working Conditions

• Standard office equipment
• Repetitive use of a keyboard
• May be exposed to such occupational hazards as communicable diseases, blood borne pathogens, ionizing and non-ionizing radiation, hazardous medications and disoriented or combative patients, or others.

Required Materials

• Resume/CV
• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer, complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information.

Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university’s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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