The Patient Access Representative (PAR) is responsible for managing referrals and scheduling for a group of assigned clinics within a regionalized scheduling model. This role ensures accurate and timely appointment booking, referral processing, and adherence to standardized workflows to deliver a best-in-class patient experience. The PAR serves as a key communication link between patients, clinics, and internal teams, requiring strong organizational skills, attention to detail, and a patient-centered approach.

Essential Functions

Scheduling & Referral Management

• Schedule patient appointments across multiple clinics following standardized protocols and templates.
• Schedule patients appropriately based on clinics and providers who can provide care needed, availability, and desired location.
• Manage incoming referrals to completeness including verification of demographics, insurance details, and provider notes.
• Communicate proactively regarding schedule changes, cancellations, and documentation gaps.
• Manage and process referrals across all required EHRs accurately and promptly to ensure timely patient communication and status updates.

Patient Communication & Experience

• Provide exceptional service to patients, families, and caregivers during scheduling interactions.
• Assist patients with questions related to appointments, insurance, and therapy processes.
• Ensure all interactions reflect a professional, empathetic, and patient-first philosophy.
• Document necessary information needed to communicate effectively amongst clinic teams.
• Utilize approved scheduling strategies

Administrative & Operational Support

• Document all scheduling activities accurately in the EMR and other required systems.
• Coordinate with Authorization and Verification teams to resolve access issues.
• Monitor scheduling compliance and escalate concerns to the District Supervisor when needed.

Compliance & Documentation

• Adhere to HIPAA, privacy, and confidentiality standards.
• Follow workflows related to insurance verification, authorization communication, and referral documentation.

Team Collaboration

• Partner with Patient Access Coordinators, Clinic Managers, and regional teams to support operational needs.
• Participate in staff meetings, training, and scheduling initiatives.
• Offer insight on any specific barriers encountered to help improve workflows and patient access.

Required Skills & Abilities

• Strong communication, collaboration, and customer service skills.
• Ability to multitask and prioritize effectively in a fast-paced environment.
• High level of accuracy and attention to detail.
• Strong problem solving and adaptability skills.
• Proficiency in Microsoft Office and comfort using EMR and scheduling platforms.
• Professional, empathetic, and patient-centered approach.

Required Credentials

• High school diploma or equivalent required.
• 1–2 years of experience in healthcare scheduling, patient access, or customer service preferred.
• Experience using EMR systems and scheduling platforms strongly preferred.

A Mission That Moves Us 

At PT Solutions, we are a team united by a shared purpose: expanding access to transformative care. No matter where you are in your career, we’re committed to your professional growth and empowering you to shape the future of rehabilitation therapy. 

 Join us and transform care. Let’s go further together. 

Learn more about careers with PT Solutions at Physical Therapy Careers | PT Solutions  

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We are an equal opportunity employer and welcome all qualified candidates to apply.