Associate Patient Service Specialist - Pediatric Neuro Clinic

Vanderbilt University Medical Center; Nashville (TN); On-site; USD 32,000 - 52,000; Full time

Job summary

Vanderbilt University Medical Center — Pediatric Neurology at Monroe Carell seeks an administrative professional to support patient flow from check-in to check-out. You will manage scheduling, verify insurances, collect payments, and ensure HIPAA compliance while delivering compassionate service.

The role focuses on coordinating care for pediatric patients, maintaining a welcoming reception, and assisting the team with efficient clinic operations in a dynamic academic health system.

Qualifications

• Customer service mindset focused on patient experience.
• Ability to coordinate and schedule patient appointments.
• Accurate documentation following privacy and legal guidelines.
• Understanding medical terminology used in a clinical setting.

Responsibilities

• Check-in and check-out patients.
• Maintain reception area and welcome stations.
• Schedule appointments and communicate clearly with patients.
• Provide courteous service and de-escalate concerns with guidance.
• Verify insurance details and support billing processes.
• Collect payments and support accurate registration.
• Ensure HIPAA, consent, and billing forms are compliant.
• Handle patient cases involving minors or incapacitated adults per policy.

Skills

Customer service

Patient scheduling

Patient documentation

Medical terminology

Job description

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region's largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you'll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization:

DOT 9 Admin A

Job Summary:

Provides service to patients before, during or post appointment with regular guidance. Facilitates efficient workflow, supports appropriate use of technology, and engages in effective communication.

Position Hours

Monday - FridayDays

Department Summary

Pediatric Neurology at Monroe Carell provides expert, family-centered care for children with disorders affecting the brain, spinal cord, muscles, and nerves. As part of one of the nation's leading pediatric hospitals, the team combines advanced clinical expertise with cutting-edge research to diagnose and treat a wide range of neurological conditions, including epilepsy, cerebral palsy, developmental delays, movement disorders, migraines, neuromuscular conditions, and pediatric stroke. Consistently recognized for excellence in pediatric neurology, Monroe Carell offers specialized clinics for complex conditions, access to innovative treatments and technologies, and comprehensive family support services to ensure the best possible outcomes for patients and their families.

KEY RESPONSIBILITIES

• Conducts patient check-in and check-out.
• Manages and maintains reception area and welcome tablets; Impacts patient's MHAV engagement.
• Schedules appointments through clinical communication or direct request and effectively communicates to patients.
• Provides excellent customer service and recovers service through de-escalation with guidance.
• Obtains and loads insurance coverage, performs verification, and resolves various RTE errors to ensure appropriate billing; Utilizes payor verification websites.
• Generates accurate registration efficiently and collects payments due at time of service to meet collection metrics.
• Ensures compliance of all HIPAA, consent, and billing forms to patients while ensuring HIPAA, consent and billing forms meet established benchmarks.
• Interprets patient situations involving minors/ incapacitated adults to ensure patient is protected and represented within VUMC policies and legal guidelines.

The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES

• CUSTOMER SERVICE (Novice): A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs.
• PATIENT SCHEDULING (Fundamental Awareness): The ability to coordinate and schedule patient appointments, procedures, and other office visits with various computer systems in the hospital or clinic. Knowledge of VAS and EPIC decision trees.
• PATIENT DOCUMENTATION (Fundamental Awareness): The ability to receive and record patient information compliant with legal guidelines.
• MEDICAL TERMINOLOGY & DOCUMENTATION (Fundamental Awareness): The ability to comprehend medical terminology and documentation in an office or surgical setting.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities

• Organizational Impact: Performs clearly defines tasks and methods described in detail to achieve standardized solutions that impact own performance with regular guidance.
• Problem Solving/ Complexity of work: Follows a well established process to solve routine problems where solutions are clearly prescribed.
• Breadth of Knowledge: Has basic job knowledge of systems and procedures that are common to own job.
• Team Interaction: Individually contributes to the team.

Core Capabilities

Delivering Excellent Services : Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. Offers Meaningful Advice and Support: Listens carefully to understand the issues and