Patient Services Coordinator

Astera Cancer Care; Nashville (TN); On-site; USD 25,000 - 33,000; Full time

Job summary

The Surgical Clinic (TSC) is Middle Tennessee’s premier multi-specialty surgical practice, dedicated to patient care and convenient access. The Patient Services Coordinator provides registration, scheduling, and front-office support across clinics, handling insurance information, co-pays, and patient communication with professionalism.

Essential duties include greeting patients, managing the PM/EHR systems, processing payments, and ensuring accurate, timely medical records.

Qualifications

• High school diploma or GED required.
• 5 years’ experience in a professional office with customer service.
• Strong verbal and written communication skills.
• Proficient with Windows, MS Office, and e-mail.
• Electronic Medical Records experience required within 90 days.

Responsibilities

• Register and schedule patients; obtain demographics and insurance information.
• Answer phones and greet patients in a courteous, efficient manner.
• Collect co-pays and payments; manage end-of-day deposits and reporting.
• Process and file physician orders and patient documentation; route to appropriate departments.
• Prepare and update the EHR for upcoming provider visits; coordinate with pre-certification when needed.
• Distribute mail and electronic records as required; maintain confidentiality.

Skills

Registration

Scheduling

Customer Service

MS Office

Electronic Health Records

Communication

Attention to detail

Education

High School Diploma or GED

Tools

PM System

EHR System

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 staffProperly 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 screeningCollects 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 documentedSchedules patient appointments, including internal and external.Runs and/or works daily reports to identify patients with unscheduled ordersPerforms tasks related to Governmental, Insurance and Quality Initiative Programs:Ensures communication is distributed to patients regarding program detailsGenerates and distributes to external providers office a Clinical Summary from Electronic Health Record (EHR)Communicates information regarding Patient Engagement Portal and assists with registration processMaintains 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 visitObtains necessary records prior to patient's appointment.Follows standard operating procedure (SOP) for external follow upsOpens 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 assignedAbility to travel/float to other clinics for business needsMaintains and ensures confidentiality of patient informationAdheres to all Tennessee Oncology policies and proceduresEDUCATION AND EXPERIENCE: (Knowledge, Skills & Abilities)High school graduate or equivalent with GED.Checked off on competencies for registration and scheduling coordinator functions within 90 days5 years’ experience in a professional office with customer service requiredStrong 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.