Patient Access Representative I (Front Desk)

POSITION TITLE:              Patient Access Representative I (Front Desk/Receptionist)

DEPARTMENT:                  Patient Access

REPORTS TO:                     Patient Access Supervisor


LOCATION: on-site at West and East Fairfield, CA (Looking to fill 3 positions)


Pay Range: $21.00 To 24.36 Hourly

About OLE Health

Since 1972, OLE Health has provided comprehensive care to all individuals regardless of insurance or ability to pay. OLE’s Health offers primary care, dental, optometry, and behavioral health services and embraces a patient-centered model of care. By emphasizing care coordination across departments, as well as referral and enrollment services, we ensure all the patients’ health and well-being needs are met. OLE Health has seven clinics across Napa and Solano County and serves 40,000 patients annually.


JOB SUMMARY: The Patient Access Representative I is responsible for greeting patients in person or on the phone and driving a positive patient customer service experience. The Patient Access Representative will maintain a safe and clean reception area by complying with procedures, rules, and regulations and will also be responsible for maintaining continuity among work teams by documenting and communicating actions, irregularities, and continuing needs.


Ability to work at multiple sites as needed and perform all necessary tasks
Knowledge of programs, insurances and access, eligibility guidelines and applications (including Medi-cal, CDP, CHDP, CPSP, Presumptive Eligibility, Family Pact, Sliding Scale)
Ability to recognize problems, collect data, and establish facts
Able and sensitive to the needs and situations of multi-cultural populations from a variety of income levels
Knowledge of customer service best practices
Ability to work in a fast-paced environment and multitask


Creates and updates computerized patient records in the electronic health records system
Schedule appointments as needed, according to policies and guidelines
Capture patient demographic information, insurance information, structured data into Electronic Health Records with each patient encounter, scan all forms into Electronic Health Records as applicable and appropriately change check in status
Verify insurance eligibility through proper insurance variation systems and updating payor codes
Ensure required forms are completed and signed; provide assistance to patients in completion of applicable forms
Collect and post co pays, payments, existing balances, and provide necessary receipts
Reconcile monies with day sheet detail report and ensures safe keeping of all cash, checks and credit cards transactions received
Prompt follow up of telephone encounters/actions
Open incoming mail and process or direct as appropriate.  Review and distribute incoming faxes, rerouting if necessary (at some locations)
Keep log of all patients given Presumptive Eligibility and submit to State on a weekly basis (Perinatal Services only)
Follow managed care procedures, as applicable to obtain authorization for services in order to ensure payment and reduce denials.
Attends routine department meetings, in service trainings, and other meetings as required to maintain professional growth and comply with the organization policy
Verify accuracy of information, obtain necessary consents, and documentation on all patients upon registration and scheduling.
Responsible for greeting patients professionally on the phone or in person and driving a positive and personal patient/customer service experience.
Provide assistance during training of the new staff.
Perform other duties as assigned



  1. High School Diploma or General Education Degree required.
  2. Bilingual (English/Spanish) required; written and verbal.
  3. Entry level position; one year of experience in a healthcare setting preferred.
  4. Strong analytical and problem-solving skills and attention to detail required.
  5. Must certify and remain current in CPR certification.
  6. Data entry skills, Microsoft Office, and Electronic Health Record system preferred.
  7. Valid Driver’s license required.

10 Paid Holidays
Vacation & Sick (16 days)
Medical, Dental, Vision
403(b) retirement plan with a 4% match
Tuition Reimbursement
Life insurance
Flexible Spending Account