Patient Services Coordinator

The US Oncology Network; Ardmore (PA); On-site; USD 38,000 - 48,000; Full time

Job summary

Alliance Cancer Specialists in Ardmore, PA seeks a courteous Patient Services Coordinator to greet patients, manage front desk operations, and support clinical staff in a fast-paced setting.

You will answer calls, schedule appointments, collect insurance information and co-pays, process forms, and maintain demographics with accuracy, while upholding HIPAA and patient-centered care.

This role requires attention to detail, teamwork, and a commitment to high-quality service.

Qualifications

• High school diploma or equivalent is required.
• Minimum 18 months medical front office experience.
• Proficiency with Microsoft Office (Outlook, Word, Excel) required.
• Strong adaptability-ability to multitask and manage shifting priorities.
• High commitment to quality, accuracy, and service excellence.

Responsibilities

• Greet patients and visitors professionally and verify appointments.
• Answer calls, route inquiries, and relay messages to appropriate staff.
• Schedule tests and procedures as ordered by physicians.
• Maintain patient demographics and insurance information in the system.
• Collect co-pays and balances; provide receipts.
• Ensure HIPAA and confidentiality compliance.

Skills

Medical front office

Microsoft Office

Multitasking

Patient-focused service

HIPAA compliance

Education

High school diploma or equivalent

Tools

Scheduling software

Job description

Overview

Alliance Cancer Specialists is seeking a courteous, energetic, and detail-oriented Patient Services Coordinator to join our Main Line Team. This position is responsible for welcoming patients and visitors, managing incoming calls, supporting clinical staff, and ensuring an efficient, patient-centered experience. The ideal candidate thrives in a fast-paced healthcare environment and is committed to delivering exceptional service with professionalism and compassion.

This position supports and adheres to the US Oncology Compliance Program, including the Code of Ethics, Business Standards, and US Oncology's Shared Values.

Key Responsibilities

Front Desk & Patient Interaction

• Warmly greet patients, visitors, and family members in a professional and timely manner.
• Check in patients and promptly notify clinical staff of arrivals.
• Provide required paperwork to patients and assist with completion as needed.
• Collect, verify for completeness, and scan/file all patient forms.
• Update and maintain accurate patient demographics and insurance information.
• Collect co-pays and outstanding balances; issue receipts.

Telephone & Communication Management

• Answer all incoming telephone calls promptly and courteously.
• Screen calls, respond to routine questions, route calls to proper personnel, or take accurate messages.
• Page clinic staff as needed and relay messages clearly and promptly.
• Record cancellations and missed appointments; reschedule appointments and notify appropriate staff.

Scheduling & Administrative Support

• Schedule outside consults and procedures as ordered by physicians.
• Schedule CT (CAT) scans and PET scans after insurance approval.
• Maintain chart messages and assigned queues.
• Scan and copy updated insurance cards.
• Provide general administrative support including scanning, filing, and maintaining lobby organization.
• Ensure adequate stock of forms and office supplies.

Compliance & Confidentiality

• Strictly follow HIPAA, state, and federal guidelines regarding patient confidentiality and records.
• Complete all required e-learning courses within 90 days of hire.

Minimum Qualifications

• High school diploma or equivalent required.
• Minimum 18 months medical front office experience, including insurance forms and scheduling software.
• Knowledge of office routines, clinical staff workflows, and scheduling processes preferred.
• Proficiency with Microsoft Office (Outlook, Word, Excel) required.
• Strong adaptability-ability to multitask and manage shifting priorities.
• High commitment to quality, accuracy, and service excellence.

Physical Requirements

• Ability to be onsite during standard business hours.
• Frequent sitting, standing, walking, talking, and hearing.
• Manual dexterity and eye-hand coordination required.
• Ability to lift and carry up to 40 lbs occasionally.
• Normal corrected vision and hearing required.

Work Environment

• Clinical environment with potential exposure to communicable diseases, medical preparations, toxic substances, or ionizing radiation.
• Regular in-person interaction with patients, staff, and physicians.
• Minimal travel may be required between office locations.

Responsibilities

SCOPE: Professionally greets and welcomes patients and their friends/family. Answers, screens, and directs all incoming calls to appropriate personnel relaying messages between patients and clinical staff. Supports and adheres to the US Oncology Compliance Program, to include the Code of Ethics and Business Standards, and US Oncology's Shared Values.

• Greets patients and visitors to the clinic in a prompt, courteous and professional manner. Checks in patients and informs clinical staff of patient arrival.
• Provides and explains paperwork for the patient to complete prior to examination. Collects, proofs for completeness, and scans/files patient forms. Updates demographics and insurance information in the system. Collects co-pays and balances; provides receipt.
• Answers phone calls in a prompt, courteous, professional manner.
• Answers, screens, and responds to routine questions via phone, electronic communications, or face to face contact, routes to appropriate personnel, or take thorough messages. Pages clinic personnel as appropriate. Communicates messages in an accurate and timely manner according to procedures.
• Contacts clinic personnel as appropriate. Records patient cancellations and missed appointments; reschedules appointments. Notifies appropriate staff of the cancellation and makes note in patient chart.
• Schedule outside consults/procedures ordered by physician. Provides general administrative support by scanning/filing charts and forms or ensuring they are sent to the appropriate department/personnel for filing and scanning. Maintains lobby area in a neat and orderly manner. Maintains a legible supply of forms and appropriate office supplies required for daily activities.
• Adheres to confidentiality, state, federal, and HIPPA (Health Insurance Portability and Accountability Act) laws and guidelines with regards to patient's records.
• Schedules all CT (CAT) scans, PET (Positron Emission Tomography) scans, once approved from insurance.
• Maintains the chart message and anything that is in queue.
• Scans and copies updated insurance cards.
• Other duties as requested or assigned. May type memos and forms.