Position Information

Patient Access Associate / Receptionist (Evening / Weekend Clinic)
Position: Patient Access Associate / Receptionist (Evening / Weekend Clinic)
Organization: White House Clinics
Location: Berea,  KY 
United States
Posting Start Date: 12/28/2023
Date Posted: 1/10/2024
Evening and Weekends
    Monday - Friday 3p - 8p
    Saturday 10a - 8p
    Sunday 12p - 6p
This is an in-office position.
At White House Clinics, we do health care differently.  Our multi-disciplinary care teams incorporate the expertise of medical, dental, behavioral health, pharmacy, and care navigation professionals to provide patients with comprehensive care designed to help them achieve their health goals.  While our work is fast-paced, our teams enjoy being able to work collaboratively to support patients.
The Clerical Support Specialist greets patients and visitors, acts as intermediary between patients and clinical staff, and ensures accuracy of patient demographic and billing information in the practice management system. The Clerical Support Specialist influences patient flow and the general pace of clinic business day through scheduling decisions. The Clerical Support Specialist works as part of an integrated care team to provide high quality coordinated care.


  1. Offers each visitor to the organization an exemplary service experience.
  2. Greets all patients and visitors promptly and pleasantly.  Explains policies to patients and distributes patient information sheets, when appropriate.
  3. Manages telephone traffic into clinic by maintaining responsibility for answering incoming calls within two rings, using proper greeting and name.
    1. Screens calls for physicians,
    2. Assists clients needing minimal assistance,
    3. Transfers calls to other staff as necessary.
  4. Responds to patient requests for appointments, scheduling the patient appointments at convenience of patient;
    1. According to reason provided and in accordance with scheduling guidelines.
    2. Offers appointments with the Primary Care Provider when possible.
    3. Ensures enough time is allotted for special procedures or lengthy exams.
  5. Maintains complete understanding of scheduling guidelines
    1. Updates and/or verifies all demographic information at every patient interaction
  • Patient Name
  • Birthdate
  1. Check in
  • Address & Phone Number, Including Guarantor Address & Phone Number
  • Insurance Information
  • Preferred Primary Care Provider
  • Preferred Pharmacy
  • Scan insurance information at EVERY visit.
  1. Collects patient insurance
    1. Scans copy of all new insurance information into patient’s cart
    2. Validates insurance effective dates and policy numbers at initial visit
    3. Verifies continued coverage at subsequent visits.
  2. Follows guidelines for patient workflow
    1. Promptly updates Tags patients as arrived or ready for service.
    2. Notifies clinical support staff that patient is ready for intake.
    3. Monitors waiting room to ensure timely flow of patients and maintains area for optimal customer experience.
  3. Collects patient payments
    1. Informs all patients of the sliding fee program.
    2. Enforces established financial policies
    3. Refers patients to Financial Counselor as appropriate.
    4. In absence of Financial Counselor, initiates patient qualification for the sliding fee program.
  4. Completes check-out procedures
    1. Completes follow up orders entered by provider.
    2. Provides documentation (school/work excuse, release of information, etc.) to patient as directed by provider.
  5. Completes end-of-day reconciliation and nightly deposit. 
  6. Follow up on “no show” patients according to procedure and informs physician when follow-up contact is not successful.
  7. Completes the documentation of patient reminder calls on a daily basis.
  8. Contacts patients on follow-up or recall list to schedule needed appointments with providers.
  9. Employees are responsible are for maintaining a thorough understanding of their role in the following protocols and as protocols are updated periodically employees are expected to remain current on any updates.
  • Recall plans
  • Reminder calls
  • DNKA-/No Show Appointments
  • Sliding fee Process
  • Updating Patient’s Insurance Information
  • Updating Patient Registration
  • Scheduling Guidelines
  • Canceling or Rescheduling an Appointment
  • Same Day Appointment Scheduling
  • Answering Telephone Call
  • Patient Right to Confidential Communications
  1. Assists with other duties or in other departments as instructed by supervisor.
  2. Acknowledges that White House Clinics strive to be a patient-centered medical home and, as such, prescribe to team-based delivery of primary care services.  Recognizes that the completion of the above listed duties illustrates the employee's role in aforementioned team-based care and accepts responsibility for being an active member of the team, including identification of quality improvement opportunities. 


Minimum Education
High School Diploma
Minimum Work Experience
Minimum 1-year medical office experience preferred.
Required License


Successful applicants will be mature and well organized with pleasant personality and speaking voice.  Since this position provides the patient or visitors first impression of our clinic, professional appearance, and warm, friendly demeanor. 
Knowledge of medical office procedures, basic computer skills, and scheduling.  Position requires skills in verbal and written communication and multi-tasking. Proficient time management and organizational skills.  Preference will be given to candidate with previous medical office experience.
Status: This listing expires on: 2/8/2025
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Organization Information
White House Clinics

Berea,  KY 40403
United States
Latrell Floyd