Patient Access Coordinator - Front Office Team

Pacific Cancer Care•Monterey, CA

6d•Onsite

About The Position

Pacific Cancer Care is seeking a compassionate, highly organized, detail‑oriented, and patient‑focused Patient Access Coordinator to join our growing front office team. This role serves as a central access point for patients and visitors while supporting multiple front‑office functions including check‑in, scheduling, referral coordination, medical records, imaging coordination, and overall front desk operations. Team members may begin in a primary functional area but will have the opportunity to cross‑train across additional Patient Access roles to support clinic operations, ensure coverage, and foster professional growth. The ideal candidate will have excellent communication skills, strong problem‑solving abilities, and the ability to adapt quickly in a fast‑paced oncology environment.

Requirements

High school diploma or GED — Required
Minimum 1 year of experience in a healthcare front desk, scheduling, medical records, or administrative role — Strongly preferred

Nice To Haves

Associate’s degree or MA certification — Preferred
Warm, professional, and patient‑centered customer service approach
Excellent verbal and written communication skills
Strong organizational, time‑management, and multitasking abilities
Proficiency with Microsoft Office; comfort with learning new healthcare systems
Knowledge of medical terminology and familiarity with insurance processes
Experience with scheduling, referrals, authorizations, or medical records workflows
Familiarity with oncology practice operations and EMR systems such as OncoEMR

Responsibilities

Greet and assist patients and visitors with professionalism, courtesy, and a patient‑centered approach.
Maintain accurate and up‑to‑date records within the EMR (OncoEMR) and process incoming documents.
Answer incoming calls, return messages, and route inquiries appropriately.
Support scheduling needs, medical record retrieval, and authorization workflows as required by role.
Cross‑train and provide coverage across front office functions including scheduling, referrals, medical records, front desk, and imaging coordination.
Maintain HIPAA compliance and perform additional administrative tasks such as scanning, filing, printing, and supporting other departments.
Process incoming and outgoing referrals, ensuring all required documentation is included.
Verify insurance benefits and obtain necessary authorizations for new patient appointments.
Prepare next‑day new patient visit lists and ensure demographic and insurance uploads are complete.
Review fax queues and upload new referrals and documentation in a timely manner.
Communicate with referring offices and new patients to address missing information and support onboarding.
Request, receive, and organize medical records from external providers.
Upload, index, and maintain accurate records within the EMR.
Fulfill internal and external records requests in compliance with regulatory requirements.
Prepare charts and ensure clinicians have the necessary documentation for upcoming visits.
Maintain logs, documentation standards, and confidentiality per HIPAA guidelines.
Welcome and check in patients while verifying insurance and demographic information.
Collect co‑pays, outstanding balances, and process payments at time of service.
Manage waiting room flow and communicate patient status updates to clinical teams.
Answer phones, assist patients with questions, and ensure forms and consents are completed and scanned.
Provide general support to patients and visitors to promote a positive experience.
Schedule a variety of appointments including office visits, labs, follow‑ups, treatments, and diagnostic imaging.
Verify orders, documentation, and authorizations prior to scheduling to ensure readiness for care.
Review daily schedules, ensure accuracy, and make adjustments in coordination with clinical teams.
Perform reminder calls, manage rescheduling needs, and provide preparation instructions to patients.
Communicate clearly with patients and departments to support smooth clinic flow and coordinated care.