Patient Services Coordinator

Tennessee Oncology; Cleveland (TN); On-site; USD 38,000 - 48,000; Full time

Job summary

Tennessee Oncology is seeking a Patient Services Coordinator to deliver comprehensive medical office support, including registration, scheduling, and patient communications. You will collect insurance and demographic data, maintain EHR records, and ensure accurate daily deposits while supporting multiple clinics.

The role requires strong communication, organizational skills, and the ability to work efficiently in a fast-paced cancer care environment, with travel to satellite clinics as needed.

Qualifications

• High school diploma or GED required; 5 years in a professional office with customer service.
• Experience with registration and scheduling in a medical setting preferred.
• Strong computer skills and familiarity with Windows file management and email.

Responsibilities

• Handle patient registration and scheduling; manage reception and phone coverage.
• Collect demographics, insurance information, and co-pays; schedule and confirm appointments.
• Enter data into PM/EHR; maintain patient records and confidentiality.
• Process daily deposits and end-of-day procedures; handle paperwork and documentation.
• Coordinate with pre-certification, billing, and care teams; support patient engagement and portal enrollment.
• Provide excellent customer service and respond to patient and physician requests promptly.

Skills

Customer service

Organization

Verbal & written communication

Fast-paced environments

MS Office

EHR/EMR systems

Education

High school diploma or GED

Tools

MS Office Suite

Electronic Medical Records (EMR)

Job description

Tennessee Oncology, one of the nation’s largest, community-based cancer care specialists, is home to one of the leading clinical trial networks in the country. Established 1976 in Nashville, Tennessee Oncology’s mission remains unchanged: To provide access to high-quality cancer care and the expertise of clinical research for all patients, at convenient locations within their community and close to their home. Our growing network of physicians and locations is based on this mission. Tennessee Oncology is committed to advancing both the science of detection and targeted treatments, and to making these advances available to every patient. We believe caring for cancer patients is a privilege.

Why Join Us?

We are looking for talented and highly-motivated individuals who demonstrate a natural desire to support the meaningful work of community oncologists and the patients we serve.

Job Description

The Patient Services Coordinator provides total medical office support including registration and scheduling functions. Manage the reception of patients within the office and by telephone. Obtains patient insurance and demographic information, collects co-pays, collects co-pays, payments, and schedules appointments, including internal and external. Monitor and distribute inbound and outbound documentation whether electronic or paper format.

Essential Functions

• Answers the telephones and greets patients in a courteous, efficient manner. Routes calls/messages to appropriate discipline/department.
• Follows policy and procedures outlined by management to ensure standardization of processes across all clinics.
• Conducts patient check-in, check-out and medical records, following policy and procedures.
• Functions as preceptor to newly hired staff
• Properly tracks patients in EHR for next location and ensures patients are not missed.
• Obtains pre-patient registration, demographic and insurance information and enters appropriately into Patient Management System (PM) or Electronic Health Record (EHR). Including all paper/electronic documents.
• Ensures eligible patients have proper distress screening
• Collects co-payments and/or payments at time of service and manages end of day procedure to include daily deposit and sign in sheets.
• Ensures canceled and missed appointments are followed up and properly documented
• Schedules patient appointments, including internal and external.
• Runs and/or works daily reports to identify patients with unscheduled orders
• Performs tasks related to Governmental, Insurance and Quality Initiative Programs:
  • Ensures communication is distributed to patients regarding program details
  • Generates and distributes to external providers office a Clinical Summary from Electronic Health Record (EHR)
  • Communicates information regarding Patient Engagement Portal and assists with registration process
• Maintains communication with pre-certification team for urgent cases and denial/peer to peer requests.
• Ensures proper billing document(s) is faxed with diagnostic order if patient is on study.
• Prepares the Electronic Health Record (EHR) for next provider visit
• Obtains necessary records prior to patient's appointment.
• Follows standard operating procedure (SOP) for external follow ups
• Opens and distributes mail if necessary.
• Electronically scans/imports appropriate patient related records into the Electronic Health Record (EHR).
• Distributes outbound correspondence or copies of records as necessary.
• Demonstrates excellent customer service. Responds promptly to patient, physician and clinical requests.
• Communicates to other staff members using Instant Messaging System.
• Other duties as assigned
• Ability to travel/float to other clinics for business needs
• Maintains and ensures confidentiality of patient information
• Adheres to all Tennessee Oncology policies and procedures

EDUCATION AND EXPERIENCE: (Knowledge, Skills & Abilities)

• High school graduate or equivalent with GED.
• Checked off on competencies for registration and scheduling coordinator functions within 90 days
• 5 years’ experience in a professional office with customer service required
• Strong computer skills including Windows file management and MS Office, and e-mail experience.
• Electronic Medical Records experience required or within 90 days.
• Good verbal and written communication skills.
• Ability to work productively and effectively in a fast-paced environment.
• Strong organizational skills and attention to detail.
• Excellent customer service skills.

Physical Requirements

• Able to travel to satellite clinics when necessary
• Able to lift 25 pounds.