Patient Service Representative

Job Title:
Patient Service Representative

The Patient Service Representative provides front desk and administrative support in a clinical setting, ensuring a smooth and welcoming experience for patients. This role manages patient check-in and scheduling, maintains accurate electronic health records, supports daily clinic operations, and delivers exceptional customer service to patients, visitors, and clinical staff.

• Perform opening and closing duties for the clinic to ensure the front desk and reception area are fully prepared for patient care each day.
• Greet patients warmly upon arrival, check them in for appointments, and verify insurance information accurately.
• Scan and upload documents into the electronic health record system, ensuring all patient information is complete, accurate, and properly filed.
• Maintain the tidiness and cleanliness of the waiting area and reception counter throughout the day to create a professional and comfortable environment.
• Monitor the appointment schedule throughout the day for added, canceled, and no-show appointments, and update records accordingly.
• Schedule follow-up appointments as needed, confirming details with patients and ensuring appropriate documentation in the scheduling system.
• Respond to designated tasks and messages within the electronic health record system in a timely and professional manner.
• Order and track clinic office supplies to ensure the front desk and administrative areas remain fully stocked.
• Sell and track cosmetic products, including recording sales and maintaining accurate inventory records.
• Distribute incoming mail and internal correspondence to the appropriate recipients.
• Prepare for the next day’s scheduled appointments by reviewing the schedule, confirming necessary documentation, and organizing materials for efficient patient flow.
• Operate standard office equipment such as computers, printers, scanners, and telephones to support daily administrative tasks.
• Handle multiple tasks simultaneously while maintaining a high level of accuracy, professionalism, and customer service.
• Protect patient privacy by maintaining confidentiality of all patient and clinic information in accordance with policies and regulations.

• High school diploma or equivalent is required.
• 1–2 years of recent medical office experience or experience in a similar capacity is preferred.
• Experience working at a front desk or in a customer service role, preferably in a healthcare environment.
• Basic understanding of medical office operations and workflows.
• Proficiency in basic computer functions, including navigating software applications and using email.
• Ability to learn new software systems quickly, including electronic health record platforms.
• Ability to operate standard office equipment such as computers, printers, scanners, and telephones.
• Ability to type a minimum of 40 words per minute is preferred.
• Strong customer service skills with the ability to interact professionally and courteously with patients, visitors, and staff.
• Excellent verbal and written communication skills.
• Strong organizational skills with the ability to maintain accurate records and manage multiple tasks.
• High attention to detail and accuracy in data entry, scheduling, and documentation.
• Ability to multi-task and prioritize responsibilities appropriately in a busy clinical environment.
• Ability to work effectively both independently and as part of a team.
• Ability to respond positively to constructive feedback and direction from supervisors.
• Consistent professional appearance and manner.
• Friendly, cheerful, tactful, and polite demeanor, with a compassionate and caring approach when dealing with others.
• Ability to maintain confidentiality of sensitive and private information at all times.

• Prior experience in a histology or medical setting is beneficial.
• Previous experience working specifically at a medical front desk is an advantage.
• Demonstrated comfort working with electronic health records or similar digital record systems.
• Proven ability to support product sales, inventory tracking, or point-of-sale activities.
• Track record of reliability and punctuality in a full-time work schedule.
• Strong problem-solving skills and the ability to remain calm and professional in a fast-paced environment.

This is a full-time position of approximately 40 hours per week. The standard schedule is Monday through Friday, 7:45 AM to 5:00 PM. The role is based in a clinical…