Patient Access & Care Coordination Specialist

Florida Atlantic University is seeking a Patient Access and Care Coordination Specialist in Boca Raton, FL. This role serves as the first point of contact for patients, ensuring timely access to care, accurate insurance verification, coordinated referrals, compliant documentation, and an exceptional patient experience.

About the role

Directly supports clinical operations across acute and primary care, nutrition services, and psychiatry by managing patient scheduling, insurance and authorization workflows, referral coordination, and electronic health record (EHR) documentation. This role has a measurable impact on patient access, revenue integrity, claims accuracy, reimbursement performance, and continuity of care, while maintaining strict compliance with HIPAA and organizational policies. Responsibilities directly support AAAHC Accreditation Handbook standards, particularly in patient rights, continuity of care, records management, and quality improvement.

Responsibilities

• Patient Access Services:
  • Serve as the initial point of contact for patients via phone, electronic messaging, and in person.
  • Schedule appointments across multiple service lines, ensuring appropriate visit type, provider match, and authorization requirements.
  • Provide clear, compassionate communication regarding clinic services, scheduling options, and next steps in care.
  • Manage appointment confirmations, cancellations, reschedules, and waitlists to optimize provider templates and patient flow.
• Care Coordination & Referrals:
  • Coordinate specialist referrals, ensuring complete and accurate documentation.
  • Serve as a liaison between patients, providers, and external specialists to support continuity of care.
  • Track referral status, authorizations, and receipt of consult notes.
  • Assist patients in understanding referral processes, next steps, and appointment expectations.
• Clinical Documentation & EHR Management:
  • Ensure accurate, timely documentation of patient interactions, insurance verification, referrals, and authorizations in the EHR.
  • Coordinate receipt and scanning of external medical records and reports.
  • Maintain data integrity to support clinical decision-making, billing accuracy, and compliance audits.
• Insurance Verification & Revenue Integrity:
  • Verify patient insurance eligibility, benefits, and coverage prior to visits.
  • Confirm referral, authorization, and pre-certification requirements for specialty services.
  • Accurately enter and maintain insurance and demographic data in the EHR to prevent claims denials.
  • Identify potential coverage or authorization issues early and proactively work with patients and payers to resolve them.
  • Collaborate with billing and revenue cycle staff to ensure clean claims submission and appropriate reimbursement.
• Immunization Compliance:
  • Assist prospective and current students with compliance with Florida Atlantic’s immunization requirements.
  • Utilize the vendor application (e.g., Medicat) to facilitate immunization compliance and the release of registration holds.
• Compliance & Customer Service:
  • Maintain strict compliance with HIPAA, privacy, and confidentiality standards.
  • Deliver high-quality customer service.
  • De-escalate patient concerns professionally and route complex issues appropriately.
  • Support clinic quality improvement and AAAHC accreditation standards.
• Other job-related duties as assigned.

Qualifications

A high school diploma and five years of appropriate experience. Appropriate college coursework or vocational/technical training may substitute at an equivalent rate for the required experience.

Benefits

• Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, and Employee Assistance Program (EAP).
• State retirement options including tax-deferred annuities and Roth 403(b) plans.
• State employees Public Service Loan Forgiveness (PSLF) program.
• Sick Leave Pool Program.
• Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion).
• Paid Community Engagement Volunteer Service Day.
• Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty – tuition assistance after 6 months of full-time employment. For in-unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply).

Pay

$48,000.00 annually

Schedule

Monday – Friday, 8:00 AM to 5:00 PM. Some nights and weekends are required.