Patient Access Coordinator

Vynca • San Mateo, CA

31d • $22 - $24 • Remote

About The Position

The Patient Access Coordinator is Vynca's front line — often the first voice a patient, family member, provider, or health plan hears. This role owns every inbound call and, separately, owns direct referrals end to end (from providers, hospitals, facilities, and community partners) through intake and prep, then hands the fully prepped referral to EMA for direct outreach. MIF list referrals are out of scope for this role. The ideal candidate is warm and calm under pressure, catches clinical red flags, and keeps calls and referrals moving without anything falling through the cracks.
At this time we are only considering applicants in the following states with a strong preference for those EST based: California, Arizona, Colorado, Florida, Georgia, Illinois, Nevada, North Carolina, Oregon, Texas, Utah and Washington.

Requirements

• 2+ years in a high call volume role (i.e call center, medical front office, patient access, and/or or intake/admissions).
• Healthcare experience required.
• Proven de-escalation skills with distressed or grieving callers, and the judgment to know what to escalate.
• Ability to recognize clinical trigger words after training (no license required); clinical fluency from training or experience alongside SWs, RNs, MAs, chaplains, or scribes a plus.
• Strong multitasker across phone, documentation, and multiple systems; reliable attendance; comfortable with Google Workspace, Salesforce, telephony, and EHR systems.
• Cultural competency and working knowledge of HIPAA, with the ability to manage difficult conversations involving serious illness, grief, and/or end of life care.
• Willing and able to work Monday-Friday 8:30-5pm EST with occasional evenings/weekends.
• Bilingual (English/Spanish) required.

Nice To Haves

• Associate degree or medical/business office training highly preferred.
• Experience in palliative care, home health, hospice, discharge planning, or safety-net hospital settings, highly preferred.

Responsibilities

• Serve as the primary point of contact for inbound calls, meeting call answer rate and service level targets, and flagging volume or staffing risks to the Shared Services Manager.
• Assess each caller's need and route or warm-transfer to the right department the first time; identify clinical trigger words and escalate to triage immediately per protocol.
• De-escalate distressed or upset callers, and know when to involve a supervisor or clinician.
• Own direct referrals end to end (providers, hospitals, facilities, community partners); MIF list referrals are out of scope.
• Complete intake for each direct referral — pre-admission assessment, scheduling support, and documentation — then hand off the fully prepped referral to EMA for direct outreach.
• Document call and intake details accurately in real time; maintain databases, logs, census sheets, and contact lists.
• Manage voicemails, callback queues, and after-hours messages within established timeframes.
• Meet call handling and referral prep targets; follow scripts and quality standards; participate in coaching, team meetings, and huddles.
• Maintain strict HIPAA compliance, and perform other duties as assigned.

Benefits

• Employees in patient, client, or customer-facing roles must be vaccinated against influenza. Requests for religious or medical accommodations will be considered but may not always be approved.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree