Patient Services Specialist

Patient Services Specialist (PSS) will provide quality customer service by greeting patients, collecting their information and payments, scheduling appointments, and maintaining medical records.

Location

Vista Oncology

Pay Range

$18.09 - $30.14

Position Summary

The primary responsibilities of the Patient Services Specialist (PSS) include providing quality customer service by greeting patients, collecting information and payments, scheduling appointments, and maintaining medical records. Responsibilities and tasks may vary across AON office layouts.

Key Performance Areas

Create and maintain patient charts within the EMR and billing systems for new and hospital consult patients. Accurately record and communicate hospital consults to the appropriate physician. Handle all physician requests regarding schedule changes, patient appointments, and maintain schedules to adhere to physician preferences. Assign new patients to appropriate clinicians per office policy, keep records of assignments, dates, and diagnoses. Check‑in patients per clinic policy, collect and document payments, verify demographic information, and collect or scan patient identification and insurance cards.

Prepare work reports in accordance with AON and clinic protocols, schedule patient appointments and follow‑ups, and prepare the clinic daily close deposit. Balance the cash drawer if applicable, distribute documents to appropriate departments, maintain E‑Fax servers, and fax or mail records as required. Request missing information for future appointments from facility or provider and file records accordingly.

Check‑In Station (if applicable)

Check sign‑in list, note patient arrival in EMR, verify identity, affix name label, collect co‑pays, print or write receipts, post payments, copy insurance cards, ensure medical history forms, notify financial counselor, answer calls, relay messages, take messages, retrieve messages, contact patients who miss appointments, cancel missed appointments, forward sign‑in sheets, schedule physician meetings, provide death certificate, call funeral home, run trial close, fax information, remind patients before appointments, and compile/distribute PET scanner information.

Check‑Out

Station (if applicable)

Schedule follow‑up appointments, schedule outside testing and referrals, explain each appointment, prepare non‑prescription medication, collect payment, balance cash drawer, run trial close, maintain schedules, fax to office, notify financial counselor of insurance changes, answer calls, and check reports.

Medical Records Station (if applicable)

Assemble new patient and hospital follow‑up charts, verify records received, maintain fax machine, distribute received faxes, open and distribute mail and lab reports, handle outside physician requests, run front staff and refer to doctor reports, send charts to corporate office, answer phones, run daily close, fax information.

Fax Server (if applicable)

Check fax server, verify date of birth, delete misfiled faxes, notify onco/EMR support or office manager, file documents correctly.

Job Duties Common to All Stations

Provide support to patients and caregivers, answer phones, activate and deactivate answering service, understand emergency call policy, cover other stations, comply with federal and state laws, adhere to AON policies, assist in training, maintain work area, maintain equipment, ensure confidentiality, work at any AON location.

Required Qualifications Education

High School Diploma;
Associate's degree a plus.

Experience

• Minimally one year in the healthcare field, physician office preferred.
• Patient/customer focused.
• Attention to detail with strong multitasking ability.
• Excellent interpersonal skills.
• Strong communication skills with a wide variety of personalities.

Core Capabilities

• Analysis & Critical Thinking: Problem solving, analysis, decision‑making, planning, time management, organizational skills, independent judgment.
• Interpersonal Effectiveness: Emotional intelligence, diplomacy, conflict management, delegation, diversity awareness.
• Communication
  
  Skills:
  
  Good command of English, effective written and oral communication, active listening.
• Customer Service & Organizational Awareness: Strong customer focus, quality culture, collaboration, positive relations.
• Self‑Management: Manage own time, priorities, self, stress, professional development, self‑motivated, able to work remotely.
• Work effectively in fast‑paced, multi‑site environment juggling competing priorities.
• Computer
  
  Skills:
  
  
  • Proficiency in MS Office Word, Excel, PowerPoint, and Outlook required.

Travel

0%

Standard Core Workdays/Hours

Monday to Friday 7:30 AM – 4:30 PM.

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