Patient Services Representative

UBMD Gynecology; Buffalo (NY); On-site; USD 25,000 - 29,000; Full time

Benefits offered by this job

401(k) plan

Medical, dental, vision insurance

Paid time off

Job summary

UBMD Obstetrics & Gynecology is seeking a Patient Services Representative (PSR) to manage the front desk and administrative workflows for obstetrics and gynecology services in Buffalo. The role emphasizes patient-centered service, accurate data handling, and coordination with providers.

The PSR will handle check-in/out, scheduling, pre-registration, insurance verification, and communications with patients and clinical staff.

Qualifications

• High school diploma or equivalent; associate's or bachelor's preferred.
• 1–3 years in clinical support, scheduling, call center, or similar healthcare admin.
• Excellent communication and interpersonal skills.
• Proficient with phone and computer systems, including EHR.

Responsibilities

• Handle check-in/out, pre-registration, scheduling, and patient inquiries.
• Obtain IDs, insurance, collect payments, maintain accurate records.
• Coordinate referrals and pre-operative instructions for surgeries.
• Process prior authorizations and release of records requests.
• Maintain patient records and HIPAA compliance.
• Communicate with clinical staff and perform data entry.

Skills

Communication

Customer service

Multitasking

Education

High school diploma or equivalent

Tools

EMR/EHR systems

Phone system

Job description

Patient Services Representative– UBMD Obstetrics & Gynecology

Full-Time | Onsite

Company: UBMD Obstetrics & Gynecology

Pay Range: $18.00–$21.00 per hour

Position Summary

The Patient Services Representative (PSR) is responsible for all administrative functions of the practice including check in/out, pre-registration, scheduling appointments, answering phones, obtaining prior authorizations, and responding to release of medical records requests. The PSR will serve as a key point of contact for patients. The ideal candidate is friendly, organized, detail-oriented, and committed to providing a high-quality patient experience.

Key Responsibilities

Patient-Centered

• Be compassionate, respectful, and friendly in all interactions whether in person or over the phone.

• Function as liaison between Patient and Provider to deliver excellent patient care and a positive patient experience

Pre-Registration

• Account creation and verification of demographics and insurance.

Check-In & Check-Out

• Greet patients upon arrival.
• Obtain identification and insurance cards.
• Collect payments.
• Ensure medical records are accurate and up to date.
• Provide visit summary.
• Schedule appointments.
• Coordinate referrals to other providers or facilities for appointments, surgery, or testing.
• Facilitate referrals for specialized care, such as maternal-fetal medicine, reproductive endocrinology, or iron infusions, as needed.

Computer & Phone Systems

• Navigate multiple computer systems and applications including electronic medical records (EMR).
• Answer phones and respond to inquiries.
• Schedule appointments and respond to administrative requests via phone and patient portal.
• Document patient communication concisely and accurately.

Scheduling

• Schedule office or hospital-based procedures, surgeries, diagnostic testing, and follow-up including cesarean sections, hysterectomies, laparoscopies, and other gynecological and obstetric surgeries.
• Manage inquiries and intake phone calls for surgical consultations and reproductive endocrinology subspecialist services.
• Act as the primary point of contact for OBGYN patients undergoing surgery, offering clear and compassionate guidance.
• Provide patients with clear pre-operative instructions and expectations.
• Ensure patients have proper medical clearance in place

Prior Authorizations

• Obtain insurance prior authorizations.

Medical Records & Forms

• Obtain and maintain complete patient medical record.
• Complete forms and release of records requests.
• Request and maintain comprehensive patient medical records, including OBGYN histories, operative reports, laboratory and imaging results, etc.

Other

• Adhere to PHI and HIPAA regulations
• Communicate with clinical staff and physicians
• Perform faxing, filing, and data entry.
• Perform other administrative duties as needed

Qualifications

Education: High school diploma or equivalent (Associate's or Bachelor's degree preferred).

Experience/Qualifications:

• 1-3 years experience in clinical support, scheduling, call center, or other administrative role within a healthcare setting, preferably in an OBGYN or women’s health
• Exceptional communication and interpersonal skills to support patients with sensitivity and empathy
• Proficiency with phone and computer systems including electronic health record (EHR)
• Strong organizational skills and keen eye for detail
• Ability to adapt to an ever-changing healthcare field

Why You’ll Love Working Here

• Join a healthcare organization that recognizes and values your expertise, attention to detail, and commitment to excellence. We invest in your success with opportunities for professional development and career growth, helping you build a rewarding long-term career.
• Our comprehensive benefits package includes health, dental, vision, and life insurance, a 401(k) plan with company matching, and paid time off to support your well-being both at work and at home.
• You’ll also be part of a supportive team culture built on collaboration, trust, and continuous improvement—where your contributions are appreciated, your ideas are welcomed, and your work makes a meaningful impact every day

Benefits

• 401(k) retirement plan
• Medical, dental, vision, life, and disability insurance
• Paid time off

UBMD Obstetrics & Gynecology is an Equal Employment Opportunity (EEO) employer.