Patient Service Specialist | Outpatient Radiology| Vanderbilt Imaging Services | One Hundred Oaks

With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world‑class care to the people of the Mid‑South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated.

We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

VIS Admin OHO

The Patient Service Specialist (PSS) serves as the first point of contact for patients and visitors, delivering an exceptional, patient-centered experience across all interactions. This role supports front‑end operations including registration, scheduling, financial clearance, and communication, while ensuring accuracy, efficiency, and compliance with healthcare standards. The PSS plays a critical role in maintaining patient flow, optimizing access to care, and supporting revenue cycle processes.

Success in this role requires strong communication skills, emotional intelligence, attention to detail, and the ability to multitask in a fast‑paced clinical environment.

• Welcome patients and visitors with a professional, courteous, and empathetic approach
• Manage patient check‑in/out processes efficiently while ensuring accurate identification using two identifiers
• Proactively communicate wait times, delays, and updates to patients
• Maintain a clean, organized, and patient‑ready reception area
• Demonstrate professionalism and service excellence in all patient‑facing interactions

• Schedule, confirm, and modify patient appointments in alignment with clinic protocols
• Coordinate referrals, diagnostic testing, and follow‑up visits
• Ensure appointments are appropriately linked to provider schedules and patient needs
• Support same‑day scheduling and urgent patient requests when appropriate

• Answer incoming calls promptly using established service standards
• Route calls appropriately and document accurate, detailed messages in the EMR
• Manage call transfers and escalation pathways effectively
• Provide clear, accurate information and support to patients, providers, and care teams

• Verify and update patient demographic and insurance information using open‑ended questioning techniques
• Scan, review, and validate insurance cards, ensuring accurate payer hierarchy (primary/secondary/tertiary)
• Identify referral, authorization, and financial clearance requirements prior to service
• Collect co‑pays, deductibles, and outstanding balances in accordance with policy
• Provide receipts and ensure accurate documentation of all financial transactions

• Collect payments from self‑pay patients and patient coinsurance balances in accordance with organizational policy
• Maintain accountability of assigned cash drawer and ensure accurate tracking of all transactions
• Reconcile daily cash collections and resolve discrepancies in a timely manner
• Meet or exceed established front‑end collection performance metrics
• Prepare and secure daily deposits in accordance with organizational procedures
• Collaborate with leadership to ensure compliance with financial controls and audit standards

• Prepare patient charts and records for upcoming visits (electronic and/or paper workflows)
• Scan and index clinical and administrative documents into the…