Patient Services Specialist

Position Summary

The primary responsibilities of the Patient Services Specialist (PSS) are to deliver quality customer service by greeting patients, collecting their information and payments, scheduling appointments, and maintaining medical records. The duties may vary by office layout, size, and skill level.

Vista Oncology
Pay Range: $18.09 - $30.14

• 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.

• Manage physician requests for schedule changes and appointments, maintaining future schedules to adhere to physician preferences (max patients, gaps, cancellations, problem fixing).

• Assign new patients to appropriate clinicians per office policy and keep records of physician assignments, dates, and diagnoses.

• Check‑in patients per clinic policy, collect and document payments, and verify demographic information.

• Scan patient identification, chart photo and insurance cards.

• Prepare and work reports in accordance with AON and clinic protocols to ensure accurate and timely patient care.

• Schedule patient appointments (follow‑ups, treatments, referrals, outside testing) as ordered by the physician and provide to the patient per clinic policy.

• Prepare the clinic daily close deposit and documents, balance the cash drawer if applicable, distribute documents to appropriate departments.

• Maintain e‑fax servers and distribute appropriately, enter to patient chart as required.

• Fax or mail records requested by patients or outside physicians.

• Request missing information for future appointments from facility or provider and have them faxed to the clinic, then file record in chart.

• Check sign‑in list as patients arrive for appointments.

• Promptly note patient’s arrival in EMR and notify appropriate staff of patient’s arrival.

• Verify patient identity per AON’s patient I.D. policy and affix the patient’s name label to the patient’s shoulder.

• Collect patient co‑pays at time of sign‑in and print or write a receipt and give to the patient.

• Notify financial counselor if the patient is unable to make payment.

• Log payment on A/R sheets and post all payments in computer.

• Copy insurance cards and picture I.D. of all new patients.

• Ensure patient completes medical history forms and notify financial counselor of the arrival of the patient as needed.

• Verify information on the patient’s demographic sheet.

• Have patient initial and date every 30 days and in January of every year.

• Answer telephone promptly, route calls or take messages as appropriate, relay messages to the doctor on rounds, and retrieve messages from answering service or voicemail.

• Take hospital consult information and relay to physicians and hospital rounds coordinator or other assigned person.

• Contact patients who do not keep appointments to determine reason and reschedule.

• Document the call and reason in patient’s onco/EMR and cancel missed appointments in computer.

• Forward sign‑in sheets to the EDI department at the corporate office.

• Schedule in computer or designated calendar, physician’s meetings and drug representative’s lunches.

• Give death certificate to physician for signature, call funeral home when paperwork is completed, run trial close each day.

• Fax appropriate information to the business office according to AON policy.

• Contact patients the day before their appointment to remind them of appointment time, reschedule appointments as needed.

• Compile and distribute information sheets and discs for the PET scanner in those offices where applicable.

• Schedule follow‑up appointments for clinic as directed by physician’s orders and depart patients out of EMR.

• Schedule outside testing, referrals to other physicians and hospital admissions as ordered by physicians.

• Print out patient’s list of appointments and explain each appointment.

• Request and collect payment from patients as stated on A/R report and/or computer.

• Notify financial counselor if the patient is unable to make payment.

• Post credit card payments in…