Patient Services Representative

Fredericksburg ENT; Stafford (VA); On-site; USD 25,000 - 28,000; Full time

Job summary

Fredericksburg ENT is seeking a Patient Services Representative to be the first point of contact for patients and visitors in our Stafford practice. You will handle patient registration, appointment scheduling, payments, and ensure effective communication between patients, staff, and providers.

The ideal candidate has a high school diploma, strong customer service and communication skills, and proficiency with EMR systems.

Qualifications

• High school diploma or equivalent required; some college or medical office training preferred.
• Prior medical office or front desk experience strongly preferred.
• Strong customer service and communication skills.
• Proficiency with EMR and computer systems.
• Ability to multitask in a fast-paced environment.
• Detail-oriented with strong organizational skills.
• Knowledge of insurance verification and billing processes is a plus.

Responsibilities

• Greet patients and visitors and direct them appropriately.
• Register patients and verify/update information.
• Verify insurance, collect copays, and balance daily payments.
• Total visit charges and scan documents into charts.
• Maintain front desk and waiting area cleanliness.
• Answer calls and schedule appointments.
• Prepare and organize EMR paperwork.
• Maintain confidentiality per HIPAA standards.

Skills

Customer service

Communication

Multitasking

Detail-oriented

HIPAA compliance

Education

High school diploma

Medical office training

Some college

Tools

EMR software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Patient Reception Full Time Stafford County, Stafford, VA, US

Salary Range: $18.00 To $20.00 Hourly

Job Title: Patient Services Representative

Reports to: Patient Services Supervisor

Status: Non-Exempt

Job Summary

The Patient Services Representative is the first point of contact for patients and visitors in a busy medical practice. This position is responsible for providing exceptional customer service, managing patient registration, scheduling appointments, handling payments, and ensuring accurate and timely communication between patients, staff, and providers. The ideal candidate demonstrates professionalism, strong communication skills, attention to detail, and the ability to work effectively in a fast-paced environment.

General Duties

• Maintain a professional appearance and comply with the practice’s dress code policy.
• Follow practice telephone scripts when answering calls.
• Demonstrate courtesy and respect toward patients, visitors, coworkers, and physicians.
• Take initiative to complete tasks without requiring constant delegation.
• Communicate effectively with staff to support efficient practice operations.
• Attend and actively participate in departmental and practice-wide staff meetings.
• Arrive on time for scheduled shifts and follow time clock and attendance policies.
• Exhibit a positive attitude, collaborate with team members, and embrace change.
• Communicate supply needs and patient concerns appropriately and timely.
• Ensure accurate documentation of patient messages using designated systems.

Specific Duties

• Greet all patients and visitors with a smile and direct them to the appropriate department or staff member.
• Provide registration paperwork to new patients and verify existing information for returning patients.
• Collect and verify insurance cards, photo IDs, and referral information at check-in.
• Confirm active insurance coverage, eligibility, and required copayments.
• Collect copayments and outstanding balances, issue receipts, and balance daily payments.
• Accurately total visit charges on encounter forms and ensure documents are scanned into patient charts.
• Assign new chart numbers and enter patient information accurately into the system.
• Answer incoming calls promptly, transferring or scheduling appointments appropriately.
• Schedule appointments efficiently, capturing all required patient and insurance details, pharmacy information, and reason for visit.
• Provide patients with practice website information for pre-visit forms.
• Collaborate with the Billing Department regarding insurance questions or updates.
• Prepare and organize charts/EMR paperwork for clinical staff in a timely manner.
• Maintain cleanliness and organization at the front desk and waiting areas.
• Print and review encounter forms for accuracy, log payments, and obtain patient signatures.
• Ensure the waiting room is tidy and stocked with updated magazines and educational materials daily.
• Review and run appointment confirmation reports to verify patient contacts.
• Restock registration forms, waivers, authorizations, and other office supplies.
• Assist with mailing letters (e.g., missed appointments, dictated notes).
• Pull and route charts for faxes, letters, results, and messages as needed.
• Assist coworkers with tasks during downtime and demonstrate flexibility.
• File completed charts appropriately, maintaining confidentiality per HIPAAstandards.
• Scan and label documents into EMR for physician signature.
• Complete electronic task assignments in a timely manner.
• Perform other duties as assigned.

Qualifications

• High school diploma or equivalent required; some college or medical office training preferred.
• Previous medical office or front desk experience strongly preferred.
• Strong customer service and communication skills.
• Proficiency in computer systems and electronic medical records (EMR).
• Ability to multitask and remain professional in a fast-paced environment.
• Detail-oriented with strong organizational skills.
• Knowledge of insurance verification and billing processes a plus.