Patient Access Coordinator - Front Office Team

JOB DETAILS:

LOCATION: Pacific Cancer Care – 5 Harris Ct, Monterey, CA  93940

SCHEDULE: Full-Time | Monday–Friday | 8-Hour Shifts |

SALARY RANGE: $21-$30/hour, commensurate with experience

BENEFITS: Benefit-eligible position, including:

• Medical, dental, and vision insurance

• Paid time off (PTO)

• Retirement plan (401k)

OPPORTUNITY OVERVIEW:

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.

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

GENERAL 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.

ROLE‑SPECIFIC RESPONSIBILITIES

The Patient Access team is comprised of several functional areas. Team members may focus in one area initially, with opportunities to expand into others through cross‑training.

New Patient / Referral Coordination

• 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.

Medical Records Coordination

• 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.

Front Desk Patient Check‑In

• 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.

Patient Scheduling

• 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.

QUALIFICATIONS & REQUIREMENTS:

• High school diploma or GED — Required
• Associate’s degree or MA certification — Preferred
• Minimum 1 year of experience in a healthcare front desk, scheduling, medical records, or administrative role — Strongly preferred

DESIREABLE SKILLS & EXPERIENCE

• 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
• Ability to work both independently and collaboratively within a multidisciplinary team

ABOUT PACIFIC CANCER CARE:

Pacific Cancer Care has provided superior care for patients for nearly 50 years. We make every patient our priority. We are a family here at PCC—each member of the team cares deeply, often for a very personal reason—and that means a lot to our patients. Our mission is to provide the highest quality of oncology and hematology services to our patients.

Why Join Us? Our team values the work components of every member to create a culture of people helping people and making a difference in our lives and those we serve.

This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and qualifications may change as the needs of the practice evolve.