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Posting Detail Information

Working TitlePatient Access Generalist

Position LocationFort Collins, CO

Work LocationPosition is fully in-office/in-person

Research Professional PositionNo

Posting Number202501211AP

Position TypeAdmin Professional/ Research Professional

Classification TitleTechnical/Support III

Number of Vacancies

Work Hours/Week40

Proposed Annual Salary Range$45,000 - $50,000; Salary is commensurate with experience and qualifications.

Employee Benefits

Colorado State University is not just a workplace; it’s a thriving community that’s transforming lives and improving the human condition through world-class teaching, research, and service. With a robust benefits package, collaborative atmosphere, and focus on work-life balance, CSU is where you can thrive, grow, and make a lasting impact.

+ Review our detailed benefits information here. (https://hr.colostate.edu/wp-content/uploads/sites/25/2021/01/benefits-summary-afap.pdf)

+ Explore the additional perks of working at CSU here.

+ For the total value of CSU benefits in addition to wages, use our compensation calculator (https://hr.colostate.edu/total-compensation-calculator/) .

+ Lastly, click here for more information about why Fort Collins is consistently ranked in the top cities to live in (https://hr.colostate.edu/prospective-employees/our-community/) !

Desired Start Date

Position End Date (if temporary)

To ensure full consideration, applications must be received by 11:59pm (MT) on09/14/2025

Description of Work Unit

Patient Access and Registration Services

Patient Experience, Access, and Registration Services at the CSU Health Network provide a crucial link between the students and clinical staff of the Health Network. Essential duties include providing excellent customer service, referring patients and visitors to the appropriate departments, scheduling appointments for patients according to established policies and procedures, entering and verifying insurance and working collaboratively with all health network staff. The Patient Access & Registration staff strive to foster an environment which promotes patient comfort and trust and always exemplify the core values and missions of the organization. The Patient Access & Registration department provides services between the hours of 8:00 am – 5:00 pm Monday-Friday, providing attractive work schedules for staff.

CSU Health Network

The CSU Health Network ( CSUHN ) at Colorado State University provides a full range of cost-effective mental health and primary care medical services on campus, referral for community specialty care, and comprehensive health education and prevention services programming. Services such as physical therapy, dentistry, and optometry are available. The CSU Health Network is active in creating a healthy campus environment to support learning and success. For more information about the CSU Health Network at Colorado State University, seehttps://health.colostate.edu/

Division of Student Affairs

The Division of Student Affairs fosters a welcoming and sustainable campus community that supports students and staff holistically. We collaborate across the University to inspire and empower students to be active learners inside and outside the classroom, successful graduates, and engaged global citizens. We support student success through an array of services and resources including housing, dining, recreation, student government, student organizations, as well as legal, career, health, well-being, belonging, and crisis services. The Division employs 900 career staff, 2,000 student and hourly staff, and manages a budget of over $250 million.

Why work at Colorado State University?

CSU was recently ranked first among Colorado-based educational employers and fifth among all in-state employers in Forbes magazine’s “America’s Best Employers by State!”

We are looking to add individuals to our team who have the following characteristics:

+ Confidence – they expect success in what they do

+ Compassion – they have genuine care and concern for others

+ Empowerment – they use their knowledge and skills to adjust, change, and improve daily tasks/work for themselves and others

+ Integrity – they are honest, and others trust them

+ Responsibility – they take ownership of decisions and actions

Our Investment in You

Colorado State University ( CSU ) is committed to providing employees with a strong and competitive benefits and well-being package that supports you, your health, and your family.

These CSU resources help with many aspects of your life – financial, physical, emotional, family, workplace wellness. These resources are part of our investment in you.

Employees are benefits eligible when working a minimum of 20 hours per week; benefits outlined below reflect full-time status of 40 hours per week; some benefits would be prorated for part-time status.

+ Paid time off at 24 vacation days, annual leave (accrued at 16 hours per month), 120 hours sick leave/year, and 11 paid holidays annually pro-rated by full-time equivalent ( FTE )

+ Comprehensive benefits programs and services including Medical, Dental, Vision, Life, Disability, Parental Leave, work/life resources, and more

+ Robust Employee Assistance Program ( EAP ) and Well-Being Hub for your overall well-being

+ Discounted staff memberships in campus recreation center

+ FREE college credit courses (up to 9-semester credits per year) through the Employee Study Privilege program

+ Tuition Scholarships up to 50% off resident, regular on-campus tuition for eligible family members

+ FREE employee growth opportunity through CSU training and development opportunities

+ After-school programs and summer camps for kids

+ Community Discounts

+ FREE MAX transit use with CSU identification

For more detail about these and other Health and Welfare benefits and Commitment to Campus programs, visit our CSU Well-Being Hub athttps://hr.colostate.edu/well-being-hub/and our Benefits programs for Administrative Professional employees:https://hr.colostate.edu/current-employees/benefits/afap/.

Retirement Programs

While employees of CSU do not contribute to Social Security, the University and the state of Colorado offer competitive retirement plans. As a condition of employment and required by Colorado law, employees are required to participate in either the University’s Defined Contribution Plan ( DCP ) or the Public Employee’s Retirement Plan ( PERA ) of Colorado. Each plan offers a generous employer match. For more information, visit:https://hr.colostate.edu/current-employees/benefits/afap/retirement/.

Top Public Research University

Colorado State University is one of the nation’s top public research universities and an institution on the rise. In the last decade, CSU has:

+ Produced record enrollment

+ Built on all-time highs in student success and support

+ Delivered groundbreaking research driven by a highly productive faculty

+ Revitalized campus through a transformational building campaign

+ Shaped an unrivaled learning environment where nine of 10 recent graduates say they would choose CSU again and rate their education as excellent

Campus Culture

Colorado State University has a campus culture that is driven by a desire always to do better and a vision to be the best place to learn, work, and discover. We create an environment that welcomes, values, and affirms all members of our community, including various skills, ideas, talents, and contributions. We are responsible, individually and collectively, to give of our time, talents, and resources to promote the well-being of each other and the development of our local, regional, and global communities.

Tobacco and Smoke-Free

Colorado State University is a tobacco and smoke-free campus. For the health of our university community, the use of smoking, vaping or tobacco products is prohibited on CSU grounds or in buildings.

Live in Fort Collins

Fort Collins has been home to CSU since the University’s inception in 1870. It is a vibrant, friendly city of 161,000 tucked against the foothills of the Rocky Mountains in Northern Colorado, 60 miles from Denver. The strong local economy is noted particularly for a broad range of outdoor activities and a thriving arts and entertainment industry.

Position Summary

The Patient Access Generalist supports the students and staff of the CSU Health Network by providing administrative support, customer service, and facilitation of patient flow through Medical and Counseling Services, including Counseling, Dental, Physical Therapy, Medical, Immunizations, and Business Services.

This position maintains a high level of professionalism and confidentiality as the first point of contact for students seeking health services. This position works closely with providers, support staff, and other team members to ensure efficient administrative support and a smooth referral process. They play a key role in organizing and managing student health records, ensuring a streamlined process for students to access the appropriate care.

The Patient Access Generalist is scheduled to work full-time, 12-months a year, during the hours of 8:00 – 5:00, Monday-Friday.

The Patient Access Generalist reports directly to the Access and Registration Manager and may receive training and guidance from other department managers throughout the CSU Health Network.

Required Job Qualifications

Education

+ High School Diploma or GED

Experience

+ Three years of experience working in a medical office, including any combination of immunizations and vaccination records, medical reception, immunizations/public health and/or medical records experience

Preferred Job Qualifications

Experience

+ Experience with mental and medical health administration duties

+ Experience with processing referrals in a multidisciplinary high-volume practice

+ Understanding Colorado College and adult immunization requirements

+ Experience with medical records release procedures

+ Experience working in an Electronic Health Record ( EHR ) system, preferably PyraMED

+ Experience performing the duties of scheduling, insurance input, posting medical charges, and answering healthcare and billing questions

+ Experience with verifying insurance for explanation of benefits and getting authorizations/pre-authorizations

+ Experience as a Medical Assistant, Licensed Practical Nurse, Registered Nurse, or other relevant medical experience, including medical terminology knowledge

Knowledge, Skills, Abilities and Other Characteristics

+ Ability to communicate benefits and answer questions about the CSU Student Health Insurance Plan and the waiver processes

+ Excellent relationship building, interpersonal relations, and customer service skills

+ Exceptional listening, verbal, and written communication skills for understanding needs and clearly disseminating information to students and staff

+ Ability to collaborate with providers and administrative staff

+ Ability to take initiative and work independently

+ Ability to be flexible and adapt to an ever-changing environment

+ Ability to work under pressure and with time constraints

+ Ability to work effectively in a multidisciplinary healthcare delivery setting

+ Ability to manage and coordinate schedules

+ Ability to use judgment to prioritize workload

+ Ability to analyze policies, programs, and initiatives to make recommendations for quality improvement

Essential Duties

Job Duty CategoryAppointment Check-in and Scheduling

Duty/Responsibility

+ Completes patient check-in through the EMR system and determines if all necessary forms have been completed

+ Verifies student eligibility through the University databases and identifies related fees prior to checking them in

+ Gathers, identifies, and accurately inputs billing and health insurance information to ensure successful and timely billing of insurance claims

+ Determines whether an insurance is in- or out-of-network and communicates expected coverage to student

+ Maintains a working knowledge of all insurance providers and their contracted status at the CSU Health Network

+ Notifies student of any need to pay additional fees or provide other community resources if student is unable to use the CSU Health Network

+ Assigns necessary electronic forms to patient’s portal through PyraMED and ensures they have completed the necessary requirements prior to the appointment time; walks them through the process to ensure all steps are completed

+ Schedules appointments based on patient’s request or by reviewing the patient’s EHR ; immunizations records, travel forms, or student internship needs for appropriate scheduling.

+ Follows all local, state, and federal regulations and HIPAA guidelines when serving students or discussing patient information, especially as it relates to releasing medical and billing information to patients or third parties

+ Optimizes provider schedules and patient satisfaction with efficient scheduling

+ Screens patient based on chief complaint and schedules them with appropriate clinic/department

+ Screens patients using CSU Health Network policies to determine if the concern is deemed a walk-in appointment and schedules patients into correct department based on their acuity and concern

+ Provides help desk services to patients and staff to include helping with directions, answering questions, and general assistance

+ Ensures all forms are completed for each appointment type to satisfy legal and organization needs

+ Trains new staff in all areas of the Access and Registration department

+ Receives cross training and provides coverage of any front desk areas at the CSU Health Network, including Business Services, Information Desk, Dental, Physical Therapy, and Health Education Prevention Services ( HEPS )

+ Performs other administrative support duties as assigned or delegated by supervisor or manager

Percentage Of Time25%

Job Duty CategoryAdministration

Duty/Responsibility

+ Follows Federal regulations and HIPAA guidelines when releasing or discussing patient information, especially as it relates to releasing medical and billing information to patients or third parties

+ Provides help desk services to patients and staff to include help with directions, answer questions, and provides general assistance

+ Answers, responds and documents phone calls, and emails requests and questions from patients in a timely manner; calls must be accurately managed or redirected as appropriate.

+ Utilizes insurance portals, Availity (insurance clearinghouse), or internal EHR system to verify insurance plans are active

+ Assists in receiving of patient immunization histories via the CSU Health Network patient portal, mail, email, fax and in-person drop off

+ Removes and places holds for student’s class registration related to immunization holds

+ Reviews and updates Colorado Immunization Information System ( CIIS ) for immunization compliance

+ Ensures students complete all required forms, including but not limited to, consents to treat forms, release of records forms, and payment agreement forms

+ Allocates clinical staff’s schedules as needed by manager

+ Index records into patient’s electronic health records

+ Reviews patient lab orders to properly schedule patients for labs

+ Compile monthly reports as delegated by lead or manager

+ Notifies call nurse in appropriate clinic of emergent situations

+ Monitors the waiting room to ensure patients to account for patients that need assistance with wheelchairs, ice, or other emergency resource

+ Collects payment for self-pay patients and balances cash drawer, rectifies reports, prints, and submits appropriate reports to Accounting

+ Follows State of Colorado College Immunization laws and adult immunization to schedule vaccines based on recommended immunization schedules including providing vaccination information and maintaining vaccination histories

+ Participates in quality improvement initiatives to enhance the quality of relevant processes and programs

+ Performs other administrative support duties as assigned or delegated by supervisor or manager

Percentage Of Time25%

Job Duty CategoryReferrals Coordination and Additional duties

Duty/Responsibility

Referral Coordination

+ Provides assistance with identifying community resources if care needed is outside of CSU Health Network care scope

+ Determines if a health information release is on file or if one is needed prior to releasing PHI

+ Determines the appropriate procedure for release of records over the by phone, email, fax or in person upon request by students

+ Ensures that the records are sent to the correct address and maintains a log of transactions for releases; refers students to medical records as needed

+ Schedules, problem solves, communicates, and coordinates referral appointments with outside specialists

+ Coordinates with staff to track the status of all provider reports on patients referred to hospitals, outside clinics, and specialty providers and follows up for reports/records not received on referred patients

+ Ensures that all referral forms are sent to health records in a timely manner, after assigned actions are completed

+ Responds to in-house provider questions, requests and concerns, regarding the status of patient referrals, care coordination or follow-up status

+ Provides transportation consultation, coordination, and support to clinic patients referred to specified health care facilities

+ Assists patients in calling their insurance to get a very clear idea of what their patient responsibility will be for codes provided by medical providers; utilizes the Cost Estimate Form to document quotes given

+ Provides an up-to-date list of providers in the community that are currently accepting new patients

+ Completes prior authorizations in a timely manner for procedures, medications, and behavioral health

+ Assists in transitioning graduating students to the community

+ Helps patients understand general insurance concepts

+ Possesses thorough understanding of Kaiser and Tricare for referrals and cost estimates

+ Reviews EOBs and answer billing and bursar questions

+ Maintains accurate and organized referral documentation to ensure smooth tracking and compliance with institutional and legal requirements.

+ Monitors referral timelines to ensure students are seen according to their health concerns and receives appropriate care, escalating any delays as needed.

+ Tracks and reports on referral trends (e.g., common types of referrals, wait times, etc.) to provide feedback for process improvements or to inform decision-making.

+ Helps maintain referral database or tracking system by inputting and updating information as necessary, ensuring all data is accurate and accessible for relevant stakeholders.

+ May help in health network outreach efforts by gathering feedback on referral experiences, helping to build relationships with outside specialists, and identifying potential areas for improvement.

+ Assists in patient education by providing informational resources about referral processes, specialty care options, or insurance-related questions to help them make informed decisions.

+ Prepares reports or summaries related to referral activity, patient outcomes, or service utilization, as needed for institutional review or reporting.

+ Performs other referral support duties as assigned or delegated by supervisor or manager

Percentage Of Time50%

Application Details

Special Instructions to Applicants

Complete applications must include:

+ Cover Letter

+ Resume

+ Contact information for three professional references. References will not be contacted without prior notification of candidates.

The posting is open until filled. For full consideration, complete applications must be received by 11:59 pm Mountain Time on Sunday, September 14, 2025.

Applicants may redact information from their application materials that identifies their age, date of birth, or dates of attendance at or graduation from an educational institution.

Application materials will be held in confidence by the Search Committee through semi-finalist interviews. Confidentiality of application materials detaches at the point where a candidate accepts participation in a finalist interview. At that time, redacted application materials are shared with campus stakeholders when invited to participate and give feedback to the Search Committee.

CSU is committed to full inclusion of qualified individuals. Applicants needing assistance to submit application materials may contact Tammy Roehrich at [email protected].

Conditions of EmploymentPre-employment Criminal Background Check (required for new hires), Special Requirements/Other - Health Network follows CDC guidelines for Employee Health in a healthcare setting, including proof of vaccinations. Employees must show proof of compliance/willingness to comply by the start date.

Search ContactTammy Roehrich, [email protected]

EEO

Colorado State University ( CSU ) provides equal employment opportunities to all applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Background Check Policy Statement

Colorado State University strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks for the finalist before a final offer. The type of background check conducted varies by position and can include, but is not limited to, criminal history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will also be conducted when required by law or contract and when, in the discretion of the University, it is reasonable and prudent to do so.

References Requested

References Requested

Minimum Requested3

Maximum Requested3

Supplemental Questions

Required fields are indicated with an asterisk (*).

+ * Do you have a High School Diploma or GED?

+ Yes

+ No

+ * Do you have three years of experience working in a medical office, including any combination of immunizations and vaccination records, medical reception, immunizations/public health and/or medical records experience?

+ Yes

+ No

Applicant Documents

Required Documents

+ Cover Letter

+ Resume

Optional Documents