Patient Services Rep

General Summary

The Patient Services Representative is responsible for supporting departmental efficiencies and clinic front office operations. Their responsibility includes, but is not limited, to performing patient registration, check in, pre‑admission and admission, reception, and discharge functions; ensuring all consents and financial and demographic information is up to date for patients and that all consumers are served in a timely and efficient manner.

The duties of this position focus on the consumer’s registration, check‑in and check‑out experience at time of service. The Patient Services Representative is responsible for producing and monitoring assigned reports; coordinate consumer appointments with the Centralized Scheduling department. The Patient Services Representative provides thorough, courteous, and professional assistance to internal and external customers in accordance with the Center’s Behavioral Principles and Core Values.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• Checks in patients presenting at front desk for scheduled/unscheduled appointments via the EHR scheduling system and the Front Desk Screening/Walk‑In Log.
• Collects co‑pays, deductibles and other out‑of‑pocket costs and fees at the time of visit. Reconcile daily collections and prepares deposits logs accordingly.
• Completes registration and financial assessment process for patients with scheduled and unscheduled appointments.
• Creates charts for unscheduled appointments.
• Documents prescriber’s no‑show appointments in EHR.
• Ensures all demographic, and eligibility information is obtained from patients and entered the EHR/EMR system in an accurate and timely manner.
• Ensures all phones are answered within 3 rings.
• Obtains/scans patient insurance and  and/or driver’s license and social security cards.
• Performs focused reviews of charts to determine if any administrative consents are due. Notates any deficiencies on appointment sheet.
• Produce and monitor assigned reports.
• Provides coverage of main reception area and telephone, taking and relaying messages.
• Responsible for assigned Change Fund and adherence to cash collections protocol.
• Serves as backup to all Revenue Cycle functions related to clinic operations.

Employees assigned to the MAC will be responsible for all base duties and responsibilities as detailed above in addition to these MAC‑specific duties:

• Administrative Duties – Order office supplies, ensure clinic environment is orderly, lobby is presentable; assist with requested admin support from Prescriber; serves as the point of contact for clinic safety for MAC facilities.
• MUNIS entries – Submit invoices related to 4416 in Munis for payment (locums, WWL, office supplies).
• MAC Navigation and referral coordination – Manage referrals in MAC NAV, send to clinical team, collaborate with MAC navigators, document and update MAC NAV system as needed.
• Other unit‑specific details to be detailed in separate addendum provided by the business location and/or unit supervisor.

Employees assigned to that unit are responsible for the following Converse‑specific duties:

• Dental Provider Credentials – Maintains current status of each licensure/credentialing for dentists as well as W‑9 and training for CHCS.
• Processes Dental Treatment Plans (DTP) – Primary contact for incoming DTP. Retrieves faxes from dental providers, verifies funds on consumer's plan. Submits DTP to provider services team for approval. Updates DTP ledger as necessary. Submits DTP to PFR for payment via Munis, then processes DE 4116 claim to state.
• W‑9 Processing – Departments submit required documentation for vendors to obtain vendor number from accounting. Ensures all…