Patient Service Representative

CitiMed; City of White Plains (NY); On-site; USD 36,000 - 48,000; Full time

Job summary

CitiMed in White Plains, NY seeks a organized front desk administrative assistant to support HBOT scheduling, patient intake, and records. You will ensure a professional, smooth flow from entry to treatment.

The role requires friendly, reliable, self-motivated individuals with strong organizational and detail-oriented skills, capable of independent work under deadlines. Multilingual offices bolster patient services and efficiency.

Qualifications

• Friendly, reliable, and self-motivated.
• Organized and detail-oriented.
• Able to work independently and efficiently, meeting deadlines under pressure.

Responsibilities

• Greet visitors, physicians, and patients in a friendly, professional manner and direct them appropriately; monitor daily practice flow to ensure an efficient patient experience and inform patients of any schedule delays.
• Assist patients with completion of medical intake forms, uploading insurance information and government-issued ID; perform patient check-in
• Update patient demographics, insurance, HIPAA forms, and financial forms; accurately record and collect payments and clearly explain financial obligations
• Create and assemble paper and electronic medical record charts, ensuring all documents are properly inputted and scanned
• Receive HBOT referrals or review referral progress sheets from drive; ensure referrals are completed properly and rescan if necessary
• Contact patients to schedule HBOT evaluations to determine treatment candidacy; if candidate, explain HBOT treatment in detail and advise on any factors that could affect treatment
• Ensure patients sign evaluation forms and file/scan accordingly
• Schedule HBOT treatments, evaluations, and follow-up visits according to specialty guidelines; confirm future appointments as needed
• Monitor patients and control pressure inside the hyperbaric chamber during treatment
• Clean the chamber after each treatment, changing pillowcases, and perform a deep clean weekly
• Maintain and update the HBOT spreadsheet, logging all referrals (Active/No HBOT)
• Track and restock supplies: wipes, towels, air freshener, pillowcases, table paper, mattress covers
• Promptly answer and respond to phone calls and office emails; screen callers professionally, take messages, or direct to appropriate staff
• Maintain waiting areas in a neat and tidy condition
• Perform other clerical duties as requested to support provider productivity and office efficiency

Skills

Customer service

Organizational skills

Attention to detail

Independent work

Job description

CitiMed is a unique medical facility that provides exclusive healthcare amenities to our community. The range of medical and rehabilitative services offered has been specifically selected to treat traumatic injury patients. We provide a variety of health services including diagnostic and rehabilitation. Our vision directs the evolution of our practice, as we strive to improve our services to the community. All CitiMed offices are multilingual and staffed with individuals to make any experience pleasant. You can learn more about us at https://www.citimedny.com/.

CitiMed is growing rapidly and we are looking for many qualifying individuals to be a part of our team! We are currently hiring for multiple locations, including Queens, Brooklyn, White Plains, Yonkers, and Long Island (Hempstead). With the support and hard work of all our employees, CitiMed continues to make its way down a successful road. CitiMed maintains a work culture that allows our team members to feel supported and confident in their work. We offer many learning opportunities with room for professional growth. If the responsibilities interest you and believe you have met the requirements, we strongly encourage you to apply!

This role is the primary point of contact for patients from the moment they walk in the door through the completion of their hyperbaric oxygen therapy (HBOT) treatment. The ideal candidate manages front-office operations, patient records, and HBOT scheduling and treatment support, ensuring a smooth, professional, and safe experience at every step.

Responsibilities

• Greet visitors, physicians, and patients in a friendly, professional manner and direct them appropriately; monitor daily practice flow to ensure an efficient patient experience and inform patients of any schedule delays
• Assist patients with completion of medical intake forms, uploading insurance information and government-issued ID; perform patient check-in
• Update patient demographics, insurance, HIPAA forms, and financial forms; accurately record and collect payments and clearly explain financial obligations
• Create and assemble paper and electronic medical record charts, ensuring all documents are properly inputted and scanned
• Receive HBOT referrals or review referral progress sheets from drive; ensure referrals are completed properly and rescan if necessary
• Contact patients to schedule HBOT evaluations to determine treatment candidacy; if candidate, explain HBOT treatment in detail and advise on any factors that could affect treatment
• Ensure patients sign evaluation forms and file/scan accordingly
• Schedule HBOT treatments, evaluations, and follow-up visits according to specialty guidelines; confirm future appointments as needed
• Monitor patients and control pressure inside the hyperbaric chamber during treatment
• Clean the chamber after each treatment, changing pillowcases, and perform a deep clean weekly
• Maintain and update the HBOT spreadsheet, logging all referrals (Active/No HBOT)
• Track and restock supplies: wipes, towels, air freshener, pillowcases, table paper, mattress covers
• Promptly answer and respond to phone calls and office emails; screen callers professionally, take messages, or direct to appropriate staff
• Maintain waiting areas in a neat and tidy condition
• Perform other clerical duties as requested to support provider productivity and office efficiency

Qualifications / Attributes

• Friendly, reliable, and self-motivated
• Organized and detail-oriented
• Able to work independently and efficiently, meeting deadlines under pressure