Patient Access Coordinator

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

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.

Job Description:

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

POSITION DETAILS:

LOCATION:      15400 National Avenue Los Gatos, CA 95032

5 Harris Court, Bldg T Ste 201 Monterey, CA 93940

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

COMPENSATION RANGE: $23.00 - $29.00 per hour

REPORTS TO: Patient Access Manager

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.  One responsibility of all PCC team members is that everyone is expected to contribute to our safe, healthy, harmonious, positive, productive and professional work environment and culture.

ESSENTIAL ROLES AND RESPONSIBILITIES:

General Responsibilities:

• Greet and assist patients and visitors with professionalism, courtesy, and friendliness
• Maintain accurate and up‑to‑date records within the EMR and process incoming documents.
• Answer incoming calls, return messages, and route inquiries appropriately.
• Support scheduling needs, medical record retrieval, and authorization workflows as needed.
• 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.

SPECIFIC RESPONSIBILITIES

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.
• Provide general support to patients and visitors to promote a positive experience.
• 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.
• 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, COMPETENCIES, EXPERIENCE, AND SKILLS:

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

PHYSICAL FACTORS:

The physical abilities required of the person in this position may include the following:

• Vision sufficient to read handwritten, typed and computer documents throughout the shift
• Speech and hearing sufficient to receive and communicate detailed information clearly by phone and in person with diverse audiences
• Motor skills and physical ability sufficient to reach, lift, bend, and handle, use or operate computer terminal, fax machine, copier, telephone, files, paper and other materials
• Physical ability to sit, stand or otherwise remain stationary post for long periods of time
• Physical ability to walk up and down one flight of stairs and between patient and departments throughout the day.