Patient Financial Assistant Specialist

Petaluma Health Center's mission is to provide high quality health care with access for all in Southern Sonoma County & West Marin. We pride ourselves on our Patient-Centered care while maintaining an engaging environment for our staff. The Center accomplishes this mission through collaborative, innovative programs, services and referral resources that meet the economic needs of the entire community.

FULL TIME EMPLOYEE BENEFITS:

• 21 Days of Paid Time Off
• 10 Observed Holidays
• Medical Insurance (Entire deductible paid by us!)
• 30 Chiropractor and Acupuncture visits per year included with enrollment in our health insurance plans (Kaiser and WHA)
• Dental Insurance
• Vision Insurance
• Gym Membership Discounts at Active Wellness Center and 24-Hour Fitness!
• 401K Matching after 1 year of employment
• Flexible Spending Account, Dependent Care FSA
• Life Insurance (included at no cost to the employee)
• Long Term Disability (included at no cost to the employee)
• Employee Assistance Program (included at no cost to the employee)

Summary: The Patient Financial Assistance Specialist is responsible for administering Petaluma Health Center's Sliding Fee Discount Program in accordance with HRSA's regulatory requirements. This role supports the Billing department by ensuring accurate eligibility determinations, timely documentation, and compliance with federal, state, and organizational policies. The Specialist works closely with front desk, billing, coding, care management, certified enrollment counselors, and clinical teams to reduce financial barriers to care, improve patient access, and support optimal reimbursement outcomes.

Responsibilities:

Under general supervision, the Patient Financial Assistance Specialist's primary responsibilities include but are not limited to:

• Financial Assistance and Sliding Fee Program Administration
• Determine patient eligibility for the Sliding Fee Discount Program in compliance with HRSA requirements.
• Collect, review, and verify income documentation in accordance with current federal poverty guidelines.
• Accurately calculate discount levels and ensure timely entry in the practice management/electronic health record system.
• Maintain complete and compliant documentation for all determinations.
• Reassess eligibility annually or as required by policy.
• Ensure consistent application of policies to prevent discrimination and ensure equity.

Revenue Cycle Collaboration

• Communicate eligibility and discount determinations to billing staff.
• Monitor accounts and ensure appropriate application of discounts prior to billing.
• Support bad debt prevention strategies by proactively identifying financial hardship cases.
• Assist with responding to patient billing inquiries related to discounts and financial assistance.

Compliance and Reporting

• Maintain compliance with HRSA and UDS reporting requirements, and organizational policies.
• Participate in internal and external audits of sliding fee documentation and eligibility determinations.
• Generate reports related to discount utilization, uninsured rates, and assistance trends.
• Maintain confidentiality in accordance with HIPAA and organizational standards.

Patient Support and Education

• Educate patients about Petaluma Health Center's sliding fee discount program and payment options.
• Provide compassionate, culturally sensitive service to diverse patient populations.
• Assist patients in establishing payment plans when appropriate.
• Address patient concerns related to financial responsibility in a respectful and clear manner.

Education/Experience:

• High school diploma or GED required.
• Associate degree in healthcare administration, business, or related field preferred.
• Minimum 2 years of experience in healthcare registration, eligibility, medical billing, or revenue cycle operations required.
• Experience in a Federally Qualified Health Center strongly preferred.
• Knowledge of HRSA Sliding Fee Discount Program requirements is preferred.

Desired Skills:

• Strong understanding of the healthcare billing process.
• Knowledge of federal poverty guidelines and income verification processes.
• Excellent communication (both written and verbal) and customer service skills.
• High attention to detail and accuracy in documentation.
• Ability to maintain confidentiality and handle sensitive financial information.
• Proficiency with electronic health record and practice management systems, specifically OCHIN Epic.

Language Skills: Bilingual in English and Spanish, both written and verbal, preferred.