Patient Services Coordinator

Tennessee Oncology; Nashville (TN); On-site; USD 32,000 - 42,000; Full time

Job summary

The Surgical Clinic (TSC) in Middle Tennessee is seeking a Patient Services Coordinator to support registration, scheduling, and frontline patient care across clinics. The role focuses on accurate data capture, insurance collection, and responsive patient service.

You will manage insurance and demographic information, collect co-pays, schedule appointments, and ensure proper data entry in the PM/EHR systems while maintaining confidentiality in a fast-paced environment.

Qualifications

• High school diploma or GED required.
• 5 years of professional office experience with customer service.
• Proficiency with Windows, MS Office, and email.
• Electronic Medical Records experience required or within 90 days.
• Strong verbal and written communication skills.
• Ability to work productively in a fast-paced environment.
• Excellent customer service skills.

Responsibilities

• Answers phones and greets patients in a courteous, efficient manner.
• Registers and schedules patients; collects demographics and insurance information.
• Obtains pre-patient registration and enters data into PM/EHR systems.
• Collects co-pays and payments at time of service; handles daily deposits.
• Schedules internal and external appointments.
• Maintains confidentiality of patient information and adheres to SOPs.

Skills

Customer service

MS Office

Electronic Medical Records

Verbal communication

Education

High school diploma or GED

Tools

Electronic Health Records

Job description

The Surgical Clinic (TSC) is Middle Tennessee’s premier multi-specialty surgical practice, dedicated to utilizing the latest medical technology while prioritizing patient care, convenience, and satisfaction. With over 40 surgeons, our patient-focused clinics are conveniently located, providing access to advanced surgical procedures close to home.

Why Join Us? At The Surgical Clinic (TSC), we believe that our people are the heart of our success. As Middle Tennessee’s premier multi-specialty surgical practice, we are committed to fostering a supportive, collaborative, and innovative workplace where every team member can thrive.

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.