Patient Service Representative (Rockford)

Orthodontic Experts Ltd; Rockford (IL); On-site; USD 26,000 - 28,000; Full time

Benefits offered by this job

Paid Training

Travel Pay

Medical Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) and matching

Paid Time Off

Employee Assistance Program

Discounted Orthodontic Care

Bonuses

Job summary

Orthodontic Experts is seeking a Patient Service Representative to warmly welcome visitors, provide information, and support front-desk operations. You will answer calls, manage scheduling, collect patient data, and assist with daily administrative tasks to ensure a smooth patient experience.

The role requires bilingual Spanish, 2+ years of patient service, and travel to sister clinics such as Dekalb and Beloit.

Qualifications

• High school diploma or GED required.
• 3 years of customer service experience.
• 2 years of patient service experience.
• Proficient with Microsoft Office (Word, Excel, Outlook, Access).
• Excellent problem-solving and de-escalation skills.
• Bilingual in Spanish.

Responsibilities

• Answer all phone calls and voicemails.
• Check-in/out patients and collect information and payments.
• Manage front desk and general administrative tasks.
• Maintain updated comm logs and daily clinic schedule.
• Assist marketing events as needed.

Skills

Customer service

Bilingual Spanish

De-escalation

Verbal/written communication

Education

High school diploma or GED

Tools

Microsoft Office

Word

Excel

Outlook

Access

Job description

About us:

At Orthodontic Experts, we are passionate about delivering exceptional patient care and advancing the standard of orthodontic excellence. With over 30 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis, and more on the way, we are a rapidly growing organization committed to transforming smiles and changing lives.

• Accountability
• Continuous Improvement
• Inclusion
• Integrity
• Respect
• Teamwork
• Transparency

Job Description:

As a Patient Service Representative, you will be responsible for providing a warm welcome to all visitors and providing them with the necessary information and assistance they need. You will also be responsible for answering incoming calls, managing the front desk, and providing general administrative support

Tasks include but are not limited to:

• Answer all phone calls.
• Listen and return all voicemails left in front of office phones.
• Check-in new and existing patients and let the clinical staff know that the patient has arrived.
• Collect all necessary patient information for new patients (Patient registration form, Medical History Form, HIPAA privacy notice)
• Check out patients (collect payments, make next appointment)
• Handle questions and provide information to walk-in patients.
• Maintain comm-log up to date with all necessary patient/parent communication information.
• Review the daily schedule of the clinic for any changes.
• Check the daily schedule in advance and fill in any open spots with bondings/adjustments/new patient consultations at least two days prior. Adjust clinic hours based on the schedule.
• Review for Bonding approvals
• Check if all bondings are Approved and Active with insurance (the day before & day of the appointment).
• Understand cancellation policy and reiterate it to patients.
• Print end of the day reports.
• Maintain office/reception area cleanliness.
• Check and reply to all office emails
• Check collected payments against the report and check all credit card transactions.
• Call patients with outstanding balances
• In the event you are traveling to another clinic, you are required to perform all duties and responsibilities of your role including administrative tasks.
• Participate in Marketing events
• Cash handling
• Other tasks as assigned

Requirements

• High school degree or GED equivalent
• 3 years of customer service experience
• 2 years of patient service experience
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access.)
• Excellent problem solving and de-escalation skills.
• Excellent written and verbal communication skills
• Bilingual - Spanish
• Travel required to Dekalb and Beloit

Working Hours/ Location/Pay:

• Monday – Wednesday 8:45am – 5:00pm
• Thursday - Friday 6:45am – 3:00pm
• 2 Saturdays per month
• Two 9:45am- 6:00pm Shifts per month
• 5051 S. State Street ,Rockford, IL 61108
• Rate of pay - 19$ - 20$

Benefits (for our full-time employees)

• Paid Patient Service Representative Training
• Travel Pay (when traveling to sister clinics farther than 15 miles away from base clinic)
• Medical, Dental, Vision, and Life Insurance
• Short-Term Disability
• Employee Assistance Program
• Health Savings Account
• Dependent Care Account
• 401(k) and matching
• Paid Time Off
• Identity Theft Protection - LifeLock
• MetLaw
• Pet Insurance
• Free and discounted Orthodontic Treatment
• Monthly Bonuses