Wooster Heart Group Patient Services Specialist

Job Description

Job Description

Job Summary:

The Patient Services Specialist is responsible for the smooth running of the office. They are the touchstone between patients, clinical staff, and physicians/providers. This role maintains the front office area and represents the practice with professionalism.

Duties & Responsibilities:

• Serves patients by greeting them, answering routine questions, scheduling appointments, and maintaining records and accounts.
• Welcomes patient and visitors in person or on the telephone and takes detailed messages as need.
• Uses practice management software, patient portal and appointment reminder systems to management scheduling, interact with patients and providers, and update files and patient records.
• Assists patients in filling out insurance forms and other patient records.
• Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appoints in person and by telephone.
• Keeps patient appointments on schedule by notifying the provider and/or clinical office staff of a patients’ arrival, reviewing service delivery compared to schedule, and reminding providers of service delays.
• Minimizes Patients’ stress by anticipating their anxieties, answering questions, and maintaining a calm and orderly reception area.
• Helps patients in distress by responding to emergencies and solving problems.
• Collects, sorts, distributes, or prepares mail, messages, and faxes.
• Maintains patient accounting by obtaining, recording, and updating personal and financial information.
• Obtains revenue by recording and updating financial information, recording, and collecting patient charges, filing, collecting, and expediting third-party claims.
• Following an appointment, schedules appointments, lab tests, and/or medical tests as needed.
• Obtains prior authorization as required by health insurers related to medication, supplies, medical equipment, etc.
• Maintains business office inventory and equipment by checking stock to determined inventory levels, Anticipating needed supplies, placing orders, verifying receipt and delivery of orders.
• Protects patients’ rights by maintaining confidentiality of medical, personal, and financial information.
• Maintains operations by following policies and procedures and reporting needed changes to Practice Manager and/or Director of Operations.
• Contributes to the team effort by accomplishing related duties as needed and assigned.

Required Skills/Abilities:

• Active listening and communication skills
• Patient focus
• Courtesy and Customer service
• Multi-tasking
• Flexibility
• Time management
• Organization
• Attention to detail.
• Computer skills and data entry experience
• Professionalism
• Problem solving
• Actie listening
• Interpersonal relationship building
• Teamwork

Education and Experience:

High School Diploma or GED required.

Associate degree in business administration or similar concentration a plus.

1-2 years Medical Office experience desired.

Monday through Friday, typically 8:00 AM – 4:30 PM (40 hours per week), with flexibility based on operational needs. Includes a 30-minute unpaid lunch break.
1.0 FTE (40 hours per week), aligned with a standard Monday–Friday schedule to support full-day operational coverage.