Patient Services Coordinator (Float)

OneOncology; Nashville (TN); On-site; USD 38,000 - 50,000; Full time

Job summary

Tennessee Oncology is seeking a Patient Services Coordinator to provide total medical office support, handling registration, scheduling, and patient communications across clinics. The role involves data entry into EHR/PM systems, collecting co-pays, and ensuring accurate patient records.

Responsibilities include patient check-in/out, coordinating with pre-certification teams, and maintaining documentation for trials and external providers. Travel to satellite clinics may be required.

Qualifications

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

Responsibilities

• Answers the telephone and greets patients in a courteous, efficient manner; routes calls/messages to appropriate department.
• Performs patient check-in/check-out and medical records handling according to SOPs.
• Maintains patient information in the PM/EHR system and ensures accuracy of demographics and insurance data.
• Collects co-pays/payments and handles end-of-day deposits and sign-in sheets.
• Schedules patient appointments, including internal and external locations; follows up on missed appointments.
• Distributes and scans patient documentation; ensures proper documentation for government/insurance programs.
• Maintains confidentiality of patient information and adheres to clinic policies.
• Travels to satellite clinics as needed and supports cross-location coverage.

Skills

Customer service

MS Office

Verbal & written communication

E-mail management

Education

High school diploma or GED

Tools

Electronic Medical Records (EMR)

Windows OS

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.