Patient Services Representative

Western New York Integrated Care Collaborative, Inc.; Village of Williamsville (NY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Medical benefits

HRA

401(k) with company match

Paid holidays

Life insurance

Vacation / sick time

Job summary

Roswell Park Care Network seeks a patient-focused Patient Services Representative for the Williamsville, NY clinic. You will be the first point of contact, handling scheduling, patient information, payments, and communications between patients and medical staff.

The role emphasizes accurate EMR data entry, insurance verification, and supporting efficient healthcare operations while ensuring patient privacy under HIPAA guidelines.

Qualifications

• Greet and welcome patients in person or over the phone.
• Register patients and verify insurance eligibility.
• Manage appointments and patient records in EMR.
• Handle payments, co-pays, and scheduling communications.

Responsibilities

• Greet and welcome all patients to create a friendly environment.
• Register patients using EMR and verify insurance details.
• Process payments and collect co-pays; answer inquiries.
• Coordinate with providers and office staff to ensure smooth clinic flow.

Skills

Greet patients

Schedule appointments

EMR familiarity

Patient communication

HIPAA compliance

Education

High school diploma or GED + healthcare experience

Customer service experience

Tools

EMR systems

Job description

We are seeking a patient-focused Patient Services Representative to join our team at our Medical Oncology, Hematology Northtowns clinic in Williamsville, NY.

Roswell Park Care Network is a recognized leader in oncology and specialty care, supporting community physician practices across New York State. We are committed to delivering exceptional patient care while advancing innovative treatment options in a collaborative and patient-focused environment.

Comprehensive Benefits:

• Monday-Friday schedule
• Medical, dental, and vision coverage
• Employer funded Health Reimbursement Account (HRA)
• 401(k) with company match
• Generous vacation and sick time
• Company-paid life insurance
• 11 paid Holidays

As the Patient Service Representative (PSR), you will serve as the initial point of contact for patients, providing administrative and customer service support. Tasks will include scheduling appointments, managing patient information, processing payments, and ensuring smooth communication between patients and medical staff. PSRs play a crucial role in creating a positive patient experience and maintaining efficient healthcare operations.

Requirements

Medical receptionist

• Greet and welcome all patients: Creating a friendly and welcoming environment is paramount, setting the tone for the entire patient visit. This involves greeting patients and visitors in person and over the phone professionally.
• Announces patients, visitors as needed with sensitivity.
• Interact with fellow workers in a way that promotes a respectful and cooperative working environment
• Assists nurses, physicians, and other clinical and/or medical staff l with administrative support
• Accurately and efficiently respond to tasks received from providers, other office staff, and billing
• Open and close the patient waiting room
• Utilize spare time in work related activities which contribute to the clinic's needs
• Must adhere to policies, procedures and regulations as outlined in the office policy and procedures manual

Registration and Information Management

• Register patients using EMR.
• Coordinates and prepares patient’s appointments and itinerary
• Check insurance eligibility and verification on every patient
• Collect and scan insurance and other required documents
• Check report to ensure coverage and proper co-pay collection
• Confirm insurance eligibility and verification prior to scheduling new patient appointments
• New patient intake including entry into EMR
• Verify and update patient demographic and insurance details at each visit.
• Collect identification and insurance cards, copying or scanning them for the patient's record.
• Scan other relevant patient information into the Electronic Medical Record (EMR).
• Enters data from source documents into computer following format displayed on screen and enters necessary codes; compiles, sorts and verifies accuracy of data to be entered; responds to inquiries regarding entered data and makes corrections as necessary
• Retrieves patient records, test results and/or charts from outside sources
• Prepares paperwork and patient records related to their area of responsibility

Financial Responsibilities

• Collect co-pays and past due balances on patient accounts. Process payments and issue receipts. Handle insurance inquiries and verify insurance eligibility.

Appointment Management

• Optimize provider schedules by efficiently scheduling and confirming appointments. Answer phones, taking messages, and making appointments.
• Calling and rescheduling cancellations.
• Monitor’s voicemails and returns calls
• Creates reminder cal

Patient Support and Communication

• Answer patient inquiries, provide general information, and address concerns.
• Help patients complete medical forms and guiding them on next steps.
• Ensure patient privacy and confidentiality, following HIPAA regulations.
• Invites every patient to join the patient portal and includes proper paperwork and education to the patient
• Patient check-out.
• Act as a liaison between patients and healthcare providers.
• Maintain and update patient records.
• Maintain office inventory and equipment, including ordering supplies.
• Maintain cleanliness and organization of the reception area.
• Creates and mails patient letters (no show and 3 call attempt)
• Provides assistance to patients and family members; refers questions to the appropriate department or individual
• Maintains, sorts, files, and obtains patient records, files and/or charts

OTHER DUTIES & RESPONSIBILITIES

• Backup for Medical Records
• Assists in training other staff members on the appropriate use of equipment, office systems and work procedures as requested
• Assists other departments with administrative duties, as requested
• Prepares other written documentation as required by the profession and the department; maintains, distributes, analyzes and projects information for required records, reports and statistics, as directed
• Enhances professional growth and development by participating in educational programs, reading current literature, and participating in in-service meetings and workshops.
• Performs other related duties as assigned or requested

Requirements

Education/Experience:

• High School diploma or G.E.D. and the equivalent of one (1) year of full-time clinical or administrative health care experience; or
• High School diploma or G.E.D. and the equivalent of six (6) months of full-time RPCI Oncology, PC clinical or administrative health care experience.
• Must have one (1) year customer service experience in an office setting, preferably with patients
• Successful completion of an accredited medical office assistant education program preferred
• Must have experience working in Windows and with MS Office software

Salary Description: $18.00-$20.00/hour