Patient Service Specialist - University Pediatrics Clinic

Montgomery College; Hundred Oaks (AL); On-site; USD 38,000 - 47,000; Full time

Job summary

Vanderbilt Health’s CHOC Univ Peds Non-Clinical department at One Hundred Oaks seeks an administrative support specialist to assist patients before, during or after appointments. You will manage the reception area, verify insurance, schedule appointments and guide patients with care and courtesy.

The role emphasizes HIPAA compliance, accurate data entry, and effective communication to ensure smooth clinic operations and high-quality patient experiences.

Qualifications

• Certifications: Work Experience: Relevant Work Experience Experience Level: Less than 1 year Education: High School Diploma or GED

Responsibilities

• Conducts patient check-in and check-out.
• Manages reception area and welcome tablets.
• Schedules appointments and communicates with patients.
• Obtains and loads insurance verification; resolves payer issues.
• Ensures HIPAA, consent and billing forms meet requirements.

Skills

Customer Service

Patient Scheduling

HIPAA Compliance

Communication

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: CHOC Univ Peds Non-Clinical

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

Position Hours Monday - Friday Days

Department Summary

Vanderbilt Children’s University Pediatrics at One Hundred Oaks provides comprehensive, family-centered care for children from birth through adolescence, supporting their health, growth, and development every step of the way. The clinic is dedicated to helping children thrive at home, in school, and beyond through preventive, acute, and ongoing medical care, with same-day access and seamless continuity through a fully integrated medical record. As a designated Patient-Centered Medical Home, the team delivers high-quality, evidence-based care focused on safety, efficiency, and patient satisfaction. The practice also plays a vital role in training the next generation of pediatric providers, offering a collaborative learning environment where physicians, residents, nurse practitioners, nurses, and healthcare students work together to provide exceptional care. Families also benefit from convenient access to after-hours support, ensuring expert guidance and care whenever it is needed.

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 tasks that are typically routine that may impact team's performance with occasional guidance.
• Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems.
• Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job.
• Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities : Supporting Colleagues :

• Develops Self and Others: Continuously improves own skills by identifying development opportunities.
• Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.
• Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.
• 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 provides accurate information and support.
• Ensuring High Quality:
• Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.
• Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department.
• Managing Resources Effectively :
• Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service.
• Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources.
• Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error.
• Fostering Innovation :
• Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them.
• Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action.
• Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications

Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: Less than 1 year Education: High School Diploma or GED This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Equal Opportunity / Diversity

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Great health care takes great people. We’re looking for like‑minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt Health, where we value collaboration, embrace continuous learning and foster an environment where everyone can thrive.

We’re the largest private employer in Middle Tennessee, with a growing team and an expanding footprint across towns and communities throughout the region. We employ more than 43,000 people who work in inpatient and outpatient clinical care, research and graduate medical education. Our employees also serve in critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fundraising, groundskeeping and facilities, and many other departments. Our growing academic health system has more than 2,100 licensed hospital beds at eight hospitals: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Bedford Hospital Vanderbilt Clarksville Hospital Vanderbilt Tullahoma-Harton Hospital Vanderbilt Wilson County Hospital Vanderbilt Health is the Mid-South's largest provider of specialty care, with hundreds of outpatient clinic and surgical locations throughout the region, and Tennessee’s only National Cancer Institute-designated Comprehensive Cancer Center for adults and children. We are one of the nation's busiest critical care centers, home to Middle Tennessee’s only Level 1 Trauma Center and Burn Center for adults and children, and Middle Tennessee’s only Level IV Neonatal Intensive Care Unit. We are the nation’s largest transplant center, and last year we performed the most heart transplants than any center worldwide. Vanderbilt Health is an epicenter for biomedical research, winning over $1 billion in annual research awards from government, industry, foundations and donors. We are also a national leader in medical training and education, with the largest clinical training center in the Mid-South and the only training center in Tennessee for many adult and pediatric specialties. We’re honored to be consistently considered among the nation’s best hospitals for quality, safety and patient satisfaction. Three of our hospitals — Vanderbilt University Hospital, Vanderbilt Psychiatric Hospital and Vanderbilt Wilson County Hospital — have been awarded a Five-Star Quality Rating from Medicare. We support each other and encourage excellence among every member of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth opportunities, competitive compensation and benefits, and a sense of community and purpose. Join us in advancing health care. Our vision: The world leader in advancing personalized health Our mission: Personalizing the patient experience through our caring spirit and distinctive capabilities