Overview
Advanced Pulmonary & Sleep Associates is seeking a friendly, dependable, and detail-oriented Patient Service Representative to join our growing team. This position reports directly to the Office Manager and plays a key role in providing exceptional customer service while supporting the daily operations of our medical practice.
This position supports both Front Desk . We are currently hiring, and cross-training will be provided. The ideal candidate enjoys working with patients, thrives in a fast-paced medical environment, and is committed to delivering outstanding patient care while maintaining accuracy and professionalism.
The primary focus of this role is providing excellent patient service while efficiently managing administrative responsibilities, including patient scheduling, medical records, phone communications, and front office operations.
Duties
- Welcome patients in a friendly, professional manner while providing exceptional customer service.
- Perform patient check-in and check-out, ensuring all required documentation is complete and accurate.
- Verify and update patient demographics, insurance information, referrals, and authorizations within the Electronic Health Record (EHR).
- Scan and upload insurance cards, photo identification, physician orders, referrals, consent forms, and all required documentation into the patient's electronic chart.
- Prepare patient charts and ensure all required documentation is available prior to appointments.
- Collect co-pays, deductibles, outstanding balances, and accurately process patient payments.
- Schedule, reschedule, confirm, and coordinate office appointments, follow-up visits, pulmonary testing, sleep studies, and provider consultations.
- Review provider checkout instructions and schedule all recommended follow-up appointments, testing, referrals, and procedures before the patient leaves the office.
- Answer, screen, and route high-volume telephone calls while providing courteous, timely, and professional customer service.
- Respond to patient inquiries, prescription refill requests, appointment requests, and other patient messages in accordance with office policies and procedures.
- Manage incoming and outgoing faxes, emails, electronic referrals, and other patient communications related to your assigned responsibilities.
- Complete prior authorizations and follow up on outstanding authorizations, referrals, and patient-related tasks.
- Coordinate referrals, diagnostic testing, and procedures with hospitals, sleep laboratories, specialists, and other healthcare facilities.
- Process Durable Medical Equipment (DME) orders, patient supplies, and online orders using the Parachute DME platform.
- Learn, maintain, and utilize the Parachute DME ordering system and other practice software applications.
- Check Home Sleep Test (HST) equipment in and out, provide basic patient instructions, maintain documentation, and track equipment inventory.
- Maintain accurate, complete, and confidential patient records while ensuring HIPAA compliance.
- Communicate provider instructions clearly and professionally while answering patient questions regarding appointments, testing, insurance, and office policies.
- Coordinate with physicians, medical assistants, and clinical staff to ensure efficient patient flow and address same-day schedule changes.
- Assist with inventory management and ordering of office and DME supplies.
- Perform end-of-day responsibilities, including balancing payments, completing daily reports, reconciling transactions, and preparing the office for the next business day.
- Maintain a clean, organized, and professional reception area at all times.
- Travel to a secondary office location to provide coverage as operational needs require.
- Perform other duties as assigned to support the efficient operation of the practice Pulmonary and Sleep.
- Schedule CPAP setup appointments and follow-up compliance visits.
- Coordinate sleep study scheduling and ensure all required documentation has been received.
- Track home sleep test equipment returns and notify patients of overdue equipment.
- Coordinate pulmonary testing appointments and ensure proper scheduling intervals.
- Assist with obtaining outside sleep studies and medical records needed for upcoming appointments.
- Maintains the Check out area and all tasks associated with this area
Skills
- Bilingual fluency in English and Spanish is essential for effective communication with diverse patient populations.
- Strong knowledge of EMR/EHR systems such as Epic, Meditech, Athenahealth, eClinicalWorks, Dentrix or Eaglesoft is required.
- Experience with medical billing, coding (ICD-10/ICD-9/CPT), insurance verification, and Medicare processes is highly preferred.
- Familiarity with clinic operations including appointment scheduling, front desk management, and office management practices.
- Excellent customer service skills combined with professional phone etiquette and multi-line phone system operation.
- Proficient computer skills including Microsoft Office Suite (Word, Excel), typing (including 10-key), and electronic health records management.
- Knowledge of medical terminology across various specialties such as dental terminology or hospital experience enhances your ability to support clinical teams effectively.
- Ability to review documentation thoroughly while maintaining accuracy under pressure; understanding of HIPAA regulations ensures confidentiality at all times.
- Prior experience in medical administrative support or healthcare office environments is highly advantageous.
Join us to make a meaningful difference in patients’ lives by delivering exceptional service in a fast-paced healthcare setting!
Pay: $19.50 - $21.50 per hour
Benefits:
- 401(k) matching
- Health insurance
- Paid time off
- Paid training
Application Question(s):
- Are you fluent in both English and Spanish?
- Are you comfortable working in both front desk / check out and high-volume phone intake roles?
- Which Electronic Health Record (EHR) systems have you used?
- This is an in-person position. Are you able to report to work daily?
- Are you legally authorized to work in the United States?
- Are you comfortable working in a fast-paced office where priorities may change throughout the day?
- Are you available to work Monday through Friday from 8:30 AM until approximately 5:00 PM, or until the last patient has been checked out and daily responsibilities are complete?
Work Location: In person
