Team Lead Patient Access & Intake Services

Forefront Dermatology•Pittsburgh, PA

2d•Onsite

About The Position

The Team Lead Patient Access & Intake Services oversees patient access and intake functions within an assigned clinic and directly supervises a limited number of staff, such as Patient Access Representatives, Patient Service Representatives, Biologics/Authorization Coordinators, and billing staff. Approximately 20% of the role is dedicated to administrative leadership. The position ensures that patient-facing access and intake functions operate efficiently, accurately, and in compliance with organizational standards, payer requirements, and applicable regulations. It serves as the operational lead for scheduling, insurance verification, authorizations, point-of-service collections, and recall/no-show management. The role oversees clinic workflows and team performance, supports patient experience and clinic productivity goals, and partners with clinic management and central billing teams. It may support multiple locations or act as site lead when senior leadership is not onsite. The position is not remote and requires travel. A high school diploma or equivalent is required; an associate or bachelor's degree in healthcare administration, business, or a related field is preferred. At least 2–3 years of experience in patient access, front desk operations, or healthcare registration in an ambulatory setting is required.

Requirements

High school diploma or equivalent.
At least 2–3 years of experience in patient access, front desk operations, or healthcare registration in an ambulatory setting.
Experience with insurance verification, prior authorization processes, and point-of-service collections.
Comprehensive knowledge of patient access workflows, including scheduling, insurance verification, authorization, intake, and point-of-service collections.
Working knowledge of MIPS data collection requirements at the point of patient access.
Demonstrated supervisory skills, including coaching, performance management, and team accountability in a clinic environment.
Proficiency in EHR/EMR and practice management systems, including experience with scheduling templates and authorization tracking tools.
Strong attention to detail and accuracy in insurance verification, authorization documentation, and financial transactions.
Effective patient-facing communication skills, including the ability to discuss insurance benefits, cost estimates, and billing matters professionally.
Proficiency in Microsoft Office and timekeeping platforms, with strong organizational and multitasking skills.
Must be able to travel.
The position is not remote.

Nice To Haves

Associate or bachelor's degree in healthcare administration, business, or a related field.
Prior supervisory or lead experience.
Experience in dermatology or a specialty ambulatory clinic.

Responsibilities

Provide day-to-day supervision and leadership for an assigned team, including hiring, onboarding, performance management, professional development, and staff separation when necessary, in partnership with Human Resources and in accordance with company policy.
Coordinate daily team activities by maintaining standard operating procedures, organizing workflow, and assigning responsibilities.
Manage and approve staff requests, timekeeping records, and schedule changes in the timekeeping system.
Address staff performance issues and complete annual performance evaluations within company timelines.
Foster a positive, collaborative, accountable team environment that supports professional growth and high performance.
Oversee operational processes for the assigned team or pod, including patient experience standards, staffing plans, staff meetings, supply and inventory management, training, and onboarding.
Allocate resources and support clinic productivity and patient experience goals.
Serve as an operational leader within the clinic, potentially supporting multiple locations or acting as site lead when senior leadership is not onsite; optimize workflows and address patient concerns.
Partner with clinic management to implement organizational policies, procedures, and performance standards consistently.
Escalate operational risks, patient concerns, and staff issues to senior clinic leadership as appropriate.
Maintain knowledge of applicable regulatory, compliance, and organizational requirements and ensure team adherence.
Manage completion of required compliance training and participate in or lead annual compliance audits at the manager's direction.
Oversee scheduling functions, including clinician template management, appointment availability, patient recall programs, and cancellation and no-show management.
Ensure timely and accurate insurance verification before appointments and support resolution of eligibility issues and communication of benefit information to patients.
Oversee prior authorization and referral workflows, including biologics and specialty authorization coordination, timely submission, follow-up, and documentation.
Manage point-of-service collections, including co-pays, deductibles, patient balances, and cost estimate conversations, and ensure staff training to meet KPIs.
Oversee intake form and patient survey workflows, including completion, accuracy, and documentation before or during visits.
Monitor and manage MIPS data capture at intake, ensuring required patient information is collected, documented, and submitted accurately.
Support billing staff and coordinate with central billing teams on charge capture and denial resolution as needed.
Perform patient access and intake duties as needed, including check-in, check-out, scheduling, insurance verification, and point-of-service collections.
Perform other duties as assigned.