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TYPE OF WORK
Part Time
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SALARY
$500-$900
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HOURS PER WEEK
20
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DATE UPDATED
Feb 5, 2026
Job Title: Patient Onboarding Specialist
Department: Patient Experience / Growth & Intake Operations
Reports To: Practice Administrator / Business Office
Employment Type: Part-Time
Position Summary
The Patient Onboarding Specialist is responsible for conducting scheduled onboarding calls with prospective and new patients. This role focuses on educating patients about the clinic, guiding them through services and pricing, facilitating payment workflows, and converting inquiries into completed onboarding and scheduled visits.
This position receives the same foundational training as the Patient Access Representative and performs overlapping administrative functions. The primary distinction is that the Patient Onboarding Specialist operates on a scheduled appointment model and leads structured onboarding conversations designed to efficiently move patients from inquiry to active care.
Key Responsibilities
Scheduled Onboarding Calls
• Conduct scheduled onboarding calls with prospective and new patients
• Provide a clear overview of the clinic’s mission, services, and care model
• Educate patients on visit types, service categories, and care pathways
• Answer non-clinical questions using approved scripts and materials
Patient Engagement & Conversion
• Review service catalogs and pricing structures with patients
• Explain concierge fees, self-pay options, memberships, and payment workflows
• Build rapport and maintain a professional, patient-centered tone
• Guide patients through decision-making without providing clinical advice
Onboarding & Scheduling
• Complete patient onboarding in real time while on the call
• Ensure demographic information, consents, and required documents are submitted
• Coordinate scheduling for in-person or telehealth visits promptly
• Send follow-up
Financial & Corporate Coordination
• Communicate daily with the corporate/business office on scheduled workdays
• Notify corporate when invoices need to be generated and sent to patients
• Confirm invoice completion prior to finalizing appointments when required
• Escalate complex financial or billing questions appropriately
Administrative Support & Coverage
• Assist Patient Access Representatives on non-onboarding days or during downtime
• Support inbound calls, texts, scheduling, and patient communication as needed
• Maintain accurate documentation in EHR and communication systems
• Follow standardized workflows, scripts, and escalation protocols
Documentation & Compliance
• Document all onboarding interactions accurately and timely
• Maintain HIPAA compliance and patient confidentiality at all times
• Operate strictly within a non-clinical administrative scope
• Adhere to clinic policies, attendance standards, and performance expectations
Required Qualifications
• High school diploma or equivalent (required)
• Experience in healthcare intake, patient access, onboarding, or customer service (preferred)
• Strong communication and interpersonal skills
• Comfortable discussing services, pricing, and payment workflows
• Proficient with scheduling systems, EHRs,
• Highly organized with strong follow-through skills
Preferred Skills
• Experience in concierge, telehealth, or cash-based medical practices
• Sales-adjacent or patient conversion experience (non-clinical)
• Familiarity with U.S. healthcare operations and insurance basics
• Ability to multitask while maintaining a calm, professional demeanor
Work Structure
• Operates on a scheduled onboarding appointment calendar
• Assists Patient Access operations during non-appointment hours
• May work remotely or in-office based on clinic needs
Compliance Statement
This is a non-clinical role. The Patient Onboarding Specialist does not provide medical advice, clinical opinions, diagnoses, or treatment recommendations.
