Patient Services Representative

Join Vanguard Medical Group in Jersey City, NJ - Patient Services Representative

Vanguard Medical Group is an independent primary care group practice with 11 offices in Northern and Central New Jersey. Our commitment to providing evidence-based healthcare is driven by our dedication to achieving quality outcomes that improve the health and safety of our patients and the populations we manage. We also prioritize the well-being of our team, ensuring they have a positive work-life balance, are engaged at VMG, and experience fulfillment at work.

Vanguard Medical Group is seeking a full-time Patient Services Representative to support our Jersey City office. In this position, you will help patients navigate their experience with the practice from their initial phone call through check-in and follow-up. You will coordinate appointments, verify patient and insurance information, collect payments, manage front office communications, and work closely with clinical staff and providers. The ideal candidate is organized, dependable, comfortable working in a busy medical office, and committed to providing professional and compassionate service.

Hours: Full-Time

Responsibilities

Key Responsibilities:

Patient Reception & Support

• Welcome patients, families, and visitors in a courteous and professional manner.
• Respond to patient questions and provide information regarding office procedures, practice policies, and anticipated wait times.
• Communicate patient arrivals, scheduling concerns, and other relevant information to clinical staff.
• Serve as a point of communication between patients, providers, and other members of the care team.
• Maintain a professional, organized, and welcoming front office environment.
• Respond to patient concerns with patience, discretion, and empathy.

Appointment Coordination

• Schedule new patient, follow-up, and other office appointments according to provider availability and scheduling guidelines.
• Review appointment details and communicate required forms, laboratory orders, fasting instructions, or other pre-visit requirements.
• Track patient arrivals, cancellations, rescheduled appointments, and no-shows.
• Help fill same-day openings by managing cancellation lists and appointment waitlists.
• Notify appropriate team members when appointment schedules or patient arrival statuses change.

Registration, Insurance, and Payments

• Complete patient registration and check-in accurately and efficiently.
• Confirm patient identity, contact information, demographic information, and insurance coverage.
• Scan current insurance cards and photo identification into the electronic medical record.
• Verify insurance eligibility and communicate coverage concerns to the appropriate clinical or billing team.
• Collect co-payments and outstanding patient balances at the time of service.
• Provide receipts and accurately document payments within the appropriate system.

Front Office Administration

• Answer incoming telephone calls and direct callers to the appropriate employee, provider, or department.
• Review office email and Microsoft Teams messages and respond or route them promptly.
• Enter complete and accurate information into the electronic medical record.
• Assist with prior authorizations and pre-certifications for medications, imaging, procedures, or other services when required.
• Complete general administrative duties, including scanning, faxing, filing, mailing, and document preparation.
• Protect patient confidentiality and follow all HIPAA and organizational privacy requirements.

Office Readiness and Compliance

• Secure or log off workstations whenever they are unattended.
• Monitor office supplies and replenish front desk materials as needed.
• Identify and report maintenance, safety, or operational concerns to the Practice Supervisor.
• Support the team with additional front office responsibilities as operational needs arise.

Qualifications

Qualifications:

• High school diploma or equivalent required.
• At least one year of experience in a medical office, healthcare reception, or front desk position preferred.
• Prior experience in primary care or family medicine is strongly preferred.
• Familiarity with electronic medical record systems; Athena experience is a plus.
• Working knowledge of insurance verification, co-payment collection, and HIPAA requirements.
• Strong verbal and written communication skills.
• Professional and patient-focused customer service skills.
• Ability to organize competing priorities and work effectively in a fast-paced environment.
• Ability to collaborate with providers, clinical employees, and administrative team members.

Core Competencies:

• Compassion: Demonstrates empathy and genuine care in every interaction.
• Attitude: Brings a positive, proactive, and solution-oriented mindset to work.
• Respect: Treats all patients and team members with professionalism and dignity.
• Excellence: Strives for accuracy, timeliness, and continuous improvement in all tasks.

Physical Requirements:

• Must be able to sit, stand, and walk for extended periods.
• May require light lifting (up to 20 lbs.) for supplies or office materials.
• Must have visual and auditory acuity to operate computer systems and phones.

Compensation and Benefits:

The anticipated base hourly rate for this position ranges from $20.00 to $24.00 per hour, depending on the role and experience level. Additionally, this position may be eligible for a discretionary annual bonus and other company-sponsored benefits.

Benefits include:

• 401(k) retirement savings plan with company match
• Comprehensive health insurance (medical, prescription drug, dental, and vision)
• Paid time off, including vacation/personal days, holidays, and sick time
• Opportunities for ongoing training, certification, and professional development

Please note that individual total compensation will be determined at the Company's sole discretion and may vary based on several factors, including but not limited to: location, skill level, years and depth of relevant experience, and education.

EEOC Statement:

Vanguard Medical Group is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.