Patient Access, Travel & Health Information Specialist

POSITION TITLE:

Patient Access, Travel & Health Information Specialist

DEPARTMENT: Health operations- PRC, Enrollment & Authorization

WAGE: Grade 13

FLSA STATUS: Non-Exempt

ESC CODE: 43-6013

FUNDING SOURCE: IHS

OPENING: September 23, 2026

CLOSING: October 5, 2026

Position Summary:

The Patient Access, Travel & Health Information Specialist provides centralized support for patient scheduling, medical records, referrals, and patient medical travel coordination at Yakutat Community Health Center (YCHC). This position serves as an important point of contact for patients and works closely with clinical staff, Purchased/Referred Care (PRC), outside healthcare facilities, travel vendors, and other departments to help ensure patients can access needed healthcare services in a timely and coordinated manner.

The position is responsible for maintaining accurate and confidential patient health information, coordinating appointments and provider schedules, processing medical records requests, and assisting eligible patients with medical travel arrangements in accordance with YCHC, Yakutat Tlingit Tribe, Indian Health Service, HIPAA, PRC, and applicable federal and state requirements.

This position requires strong organization, confidentiality, attention to detail, customer service, and the ability to manage multiple time-sensitive responsibilities.

This position requires compliance with Health Center’s compliance standards, including its Standards of Conduct, Compliance Program, and policies and procedures. Such compliance will be an element considered as part of the position’s regular performance evaluation.

Essential Functions:

Patient Scheduling & Access

Coordinates patient appointments for primary care, specialty services, dental, behavioral health, and other YCHC services as assigned.

Schedules, reschedules, and cancels appointments while maintaining accurate provider and clinic schedules.

Communicates appointment information, preparation instructions, arrival times, and other relevant information to patients.

Assists with coordinating internal and external referrals and follow-up appointments.

Works closely with providers, nursing staff, specialty services, PRC, and other departments to support continuity of care.

Monitors schedules for cancellations, openings, conflicts, and opportunities to improve patient access.

Maintains accurate patient demographic, contact, insurance, and appointment information within the electronic health record.

Supports appointment reminders and follow-up efforts for missed or overdue appointments.

Provides professional, respectful, and culturally responsive customer service to patients and families.

Patient Medical Travel

Coordinates authorized patient medical travel for eligible patients traveling outside of Yakutat for medically necessary services.

Works with patients, providers, PRC staff, referral facilities, the ANMC Transfer Center, Tribal travel staff, airlines, hotels, ground transportation providers, and other entities as necessary.

Confirms required medical appointments and supporting documentation before arranging travel.

Coordinates airfare, lodging, ground transportation, escorts, and other approved travel arrangements in accordance with applicable policies and authorizations.

Provides patients with clear travel itineraries, appointment information, responsibilities, and instructions.

Assists patients with travel changes resulting from medical appointments, weather, flight interruptions, or other approved circumstances.

Maintains accurate documentation of travel authorizations, itineraries, receipts, appointment verification, and related records.

Works closely with PRC to ensure travel arrangements are consistent with eligibility, authorization, funding, and patient responsibility requirements.

Assists with emergency and urgent medical travel coordination when appropriate while following established YCHC procedures and chains of communication.

Tracks medical travel activity and assists with reconciliation, reporting, and documentation as required.

Clearly communicates when expenses or travel arrangements are not authorized or are the responsibility of the patient.

Protects patient confidentiality when communicating with travel vendors and releases only the minimum information necessary to coordinate approved travel.

Medical Records & Health Information Management

Maintains complete, accurate, secure, and confidential patient medical records in accordance with HIPAA, YCHC policies, and applicable federal and state requirements.

Processes requests for release of medical information and verifies that appropriate authorization is obtained before records are released.

Receives, scans, indexes, uploads, and appropriately files external medical records, consultation reports, laboratory results, imaging reports, hospital records, and other patient documentation.

Ensures documents are accurately associated with the correct patient and appropriately routed to clinical staff when review or follow-up is required.

Assists with obtaining outside medical records needed for continuity of care, referrals, specialty appointments, and medical travel.

Reviews records for completeness and assists with correcting demographic, indexing, filing, or documentation discrepancies.

Processes incoming and outgoing requests for medical records in a timely manner.

Maintains release-of-information documentation and tracks disclosures when required.

Responds appropriately to subpoenas, legal requests, insurance requests, disability requests, and other specialized records requests by routing them through established YCHC procedures.

Maintains strict confidentiality of protected health information and follows minimum-necessary standards.

Supports audits, chart reviews, records retention, and other health information management activities as assigned.

Coordination & Administrative Support

Serves as a communication link between patients, clinical teams, PRC, specialty providers, referral facilities, and travel resources.

Answers and routes telephone calls, messages, patient requests, and correspondence as appropriate.

Documents patient communications and actions in the appropriate system when required.

Maintains organized electronic and paper documentation in accordance with YCHC records-management practices.

Assists with tracking referrals, appointments, travel, records requests, and other patient-access activities.

Identifies delays or barriers affecting patient care and promptly communicates concerns through the appropriate chain of command.

Participates in staff meetings, training, quality-improvement activities, and organizational initiatives.

Works collaboratively with other YCHC departments to improve patient access, continuity of care, and the overall patient experience.

Performs other duties as assigned consistent with the responsibilities and scope of the position.

Performs related duties.

PRIVACY & CONFIDENTIALITY

This position has routine access to protected health information and confidential organizational information. The incumbent must maintain strict confidentiality and comply with HIPAA, YCHC privacy and security policies, applicable Tribal requirements, and federal and state confidentiality requirements.

Access to patient information must be limited to information necessary to perform assigned job responsibilities. Unauthorized access, disclosure, or use of patient information may result in disciplinary action.

Knowledge, Skills and Abilities:

Knowledge of:

Patient confidentiality and HIPAA requirements.

Alaska rural healthcare systems, Tribal healthcare, IHS, PRC, Medicaid, and medical travel processes is preferred.

Computers and job-related software programs.

Customer service principles.

Ability to:

Provide compassionate, respectful, and culturally responsive patien