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Billings Clinic Full Time Patient Access Specialist (Townsend) in Billings, Montana

You can make a difference as a part of our region's largest health care system, based locally in Billings, Montana. Join our amazing team with a focus on safe, high quality care and an excellent patient experience. Billings Clinic is here to take care of our community and region.

We look forward to meeting you.

About Us

Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits packag
e to all full-time employees (minimum of 24 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the 2021 Employee Benefits Guide.

Magnet: Commitment to Nur
sing Excellence

Billings Clinic is proud to be recognized for nursing excellence as a Magnet�-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!

Full Time Pat
ient Access Specialist (Townsend)



Day, Evening, Weekends

Schedule: Varied

Employment Status:
Full-Time (.75 or greater)

Hours per Pay Period:
1.00 = 80 hours

Starting Wage DOE:
15.00 - 20.28

Patient Access Specialists are instrumental in ensuring the
efficient and effective flow of patients’ access needs throughout the
facility. Responsible for greeting and r
egistering patients, gathering
appropriate demographic and insurance information, scheduling appointments,
laboratory tests and ancillary services and the collection of co-payments.
Position must fully understand the ramification and impact of incomplete or
inaccurate information to revenue cycle. Position may float to other areas
within the facility to include nursing units, rehabilitation services, etc.
to assist with patient flow.

Essential Job Functions

• Supports and models behaviors
consistent with Billings Clinic’s and facility’s mission, vision, values,
code of business conduct and service expectations. Meets all mandatory
organizational and departmental requirements. Maintains competency in all
organizational, departmental and outside agency standards as it relates
to the environment,
employee, patient safety or job performance.
• Greets patients and identifies
any red flag symptoms requiring triage/assessment by nurse, completes
on-line registration information gathering complete demographic and
insurance information that results in the ability to provide correct
information for patients, guarantor, and insurance follow-up. Competently
and courteously educates patients about various forms that require their
• Schedules, reschedules and
coordinates appointments in a manner that meets the patient’s needs and
assists the department in the management of patient flow utilizing
knowledge of physician/non-physician scheduling protocols. May schedule
and enter orders for ancillary services via the information systems.
Instructs patients on specific preparations and/or restrictions necessary
to prepare for ancillary procedures as defined b
y clinical protocols.
Floats to provide front desk support at the various nursing units as may
be needed.
• Initiates collection of
co-payments in accordance with each patient’s individual insurance
requirements. Collects deposits on account from self-pay patients.
Accepts all other payments on accounts and provides cash receipts for all
transactions. Maintains and reconciles cash drawer bank deposit by
following written reconciliation policies and procedures ensuring each
cash drawer balances daily.
• Assists walk-in patients with
non-encounter based access (i.e., blood pressure checks) and coordinates
communication with the clinical providers or other patient care staff as
• Coordinates with patients,
providers, nursing staff to ensure Medicaid Passport and other
authorizations for referrals required by insurance carriers ar
e obtained
and entered into the scheduling system for reimbursement purpose.
• Performs patient check
out/procedure and scheduling processes.
• Responsible for monitoring
waiting areas to ensure areas are clean and neat. Monitoring to ensure
patient flow is optimized and wait times do not exceed 15 minutes.
• Prints and reconciles the
missing encounter to ensure all encounter forms are accounted for.
Provides appropriate communication to the clinic department manager.
• Responsible for receiving all
incoming faxes, mail, freight and packages and for timely distribution to
appropriate areas.
• Responsible to courteously and
accurately answer and direct physician and consumer telephone calls per
department standards in a clear audible voice. Pages, transfers and
delivers calls to appropriate destinations using predetermined ques
format. Articulates Pages are conducted in a friendly, clear, readable
and concise manner. Responds to basic inquiries regarding the facilities’
services, program offerings and physician specialty information.
• Screens incoming nursing unit
telephone calls for appropriate referrals to nurse, physician and/or
non-physician provider.
• May assist nursing staff with
initiating follow-up calls to patients for no-shows, referral
appointments and other general questions.
• Performs other duties as
assigned or needed to meet the needs of the department/organization.

Knowledge, Skills, and Abilities

Billings Clinic policy and procedures, both organizational and departmental
Personal computers, hardware and softwarer>Billings Clinic Code of Conduct
Billings Clinic’s Compliance and Integrity Program
HIPAA and confidentiality requirements
Patient’s rights
Customer service techniques and Personal Service Excellence (PSE)

• Common policies and procedures, both organizational and
• Code of Business Conduct
• Compliance Program
• Personal computers, hardware and software
• HIPAA and confidentiality requirements
• Patient’s rights
• Clinic physicians and specialties
• Medical terminology
• Telephone etiquette
• Customer service techniques and Personal Service Excellence
(PSE) skills
• Professional communication skills, both verbal and written
• Order entry for ordering of laboratory and ancillary
services as requested by clinical prov
• Basic typing at 45 WPM
• Basic ten key
• Analytical skills to solve simple to semi-complex problems
• Organization, prioritization, and time management
• Conflict resolution
• Incorporate population specific needs into all aspects of
communication and patient care; scope of services provided will encompass age
groups ranging from infant through geriatric
• Communicate clearly and effectively, both verbal and written

• Establish and maintain collaborative relationships
• Operate required office machines
• Concentrate and pay close attention to detail and work
• Must be able to handle multiple tasks at one time
• Maintain composure in a position that has considerable
deadlines, customer contact, and high volume
• Be flexible to facilitat
e change
• Complexity & Difficulty
Registration errors can result in incorrect identification of the patient, guarantor and financial information necessary to facilitate billing and collection procedures resulting in loss of reimbursement and patient satisfaction issues
• Inappropriate scheduling practices can result in loss of
productivity and patient satisfaction issues
• Position requires highest degree of integrity and
confidentiality due to the sensitive nature of information handled; failure
to maintain patient confidentiality could result in legal action and patient
satisfaction issues.

Minimum Qualifications


High school diploma or equivalent
Some college or healthcare focused classes preferred such as medical
terminology, medical office practices, etc.

Other Minimum Qualifications
• Demonstrated excellence in
customer service skills
• Or an equivalent combination of
education and experience relating to the above tasks, knowledge, skills
and abilities will be considered.

Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities wil
l be considered


One year customer service experience; healthcare

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includ
es an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at

Billings Clinic is committed to being an inclusive and
welcoming employer, that strives to be kind, safe, and courageous in all we do.
As an equal opportunity employer, our policies and processes are designed to
achieve fair and equ
itable treatment of all employees and job applicants. All
employees and job applicants will be provided the same treatment in all aspects
of the employment relationship, regardless of race, color, religion, sex,
gender identity and expression, sexual orientation, pregnancy and family
status, national origin, spoken language, neurodiversity, age, and/or disability.
To ensure we provide an accessible candidate experience for prospective
employees, please let us know if you need any accommodations during the
recruitment process.