Patient Services Specialist

CARTI; Little Rock (AR); On-site; USD 34,000 - 42,000; Full time

Job summary

CARTI in Little Rock, AR seeks a Patient Services Specialist (PSS) to triage scheduling and manage clerical tasks. The role provides technical scheduling knowledge, maintains patient records, and supports physicians in delivering patient care.

The position requires multitasking, attention to detail, and the ability to handle various secretarial duties across the clinic, with full-time, part-time, or PRN opportunities.

Qualifications

• Minimum of 1 year of front office healthcare experience required.
• Healthcare Scheduling experience preferred.
• Competent in EMR systems preferred.
• Strong knowledge of medical terminology and office procedures.
• Excellent computer and other basic office equipment skills.
• Knowledge of grammar, spelling and punctuation.
• Skilled in time management and organization.
• Ability to read, understand and follow oral and written instructions.
• Ability to communicate clearly and concisely.

Responsibilities

• Gathers pre-admission information from the hospital, patient, or family member on scheduled patients before initial and/or follow-up visit.
• Obtains financial updates, documents in the billing system, completes forms, and obtains signatures as “alerts” request. Ensure patient documents are filled out and signed.
• Obtains, verifies, and updates patient information and provides support services to patients and medical staff.
• Know how to locate path reports, outside medical records, radiology reports, and retrieve if necessary for the position.
• Refer patients to the financial counselors when alerted by the billing system or if the patient has billing questions.
• Contact the social worker for assistance with patient needs such as lodging, transportation, medication requests, or any type of social worker request.
• Forwards any medical records requests to the centralized medical records department.
• Manage patient scheduling activities, including coordinating referring and follow-up appointments, rescheduling cancelled visits, preparing and transmitting referral documentation, and greeting, screening, checking in, and directing patients while communicating arrivals to nursing, and radiation therapy staff
• Manages cash-handling operations by processing patient transactions, maintaining accurate financial records, conducting routine petty cash box counts, and preparing and securing daily bank deposits in accordance with company policies and departmental procedures.
• Responsible for ensuring patients’ initial appointments/schedules are up to date and on the computer.
• Investigate all “no shows”, clearly document reasons “why”, and make appropriate follow-up
• Maintain daily written or electronic documentation of completed work in order to provide data for monthly reports.
• Conducts daily research of expired patient information and updates EMR or billing systems. Notify the physician and medical records if required.
• Serves as the custodian of the front office multi-function device.
• Knows how to prepare and mail to new patients the new patient packet with the CARTI booklet.
• Cross-train and learn at other clinics.
• Process EMR messages and worklist queues.
• Other duties as assigned.

Skills

Front office

EMR systems

Medical terminology

Time management

Communication

Interpersonal skills

Education

High school diploma or GED

Associate degree in business administration or secretarial program

Job description

JOB SUMMARY

The Patient Services Specialist (PSS) uses their experience and knowledge to appropriately triage scheduling and clerical duties. This individual will have the technical knowledge to properly schedule appointments, maintain patient records, and perform clerical tasks. Their work allows the physicians and clinical staff to devote their time to patient care that requires specialized knowledge. As the Patient Service Specialist, this position is responsible for performing a variety of secretarial and clerical responsibilities in support of the physicians and other members of the clinic. Multitasking abilities and attention to detail with little room for error are a must. This description incorporates full time, part time and PRN PSS roles.

Brief Description

JOB SUMMARY

The Patient Services Specialist (PSS) uses their experience and knowledge to appropriately triage scheduling and clerical duties. This individual will have the technical knowledge to properly schedule appointments, maintain patient records, and perform clerical tasks. Their work allows the physicians and clinical staff to devote their time to patient care that requires specialized knowledge. As the Patient Service Specialist, this position is responsible for performing a variety of secretarial and clerical responsibilities in support of the physicians and other members of the clinic. Multitasking abilities and attention to detail with little room for error is a must. This description incorporates full time, part time and PRN PSS roles.

Job Description

• Gathers pre-admission information from the hospital, patient, or family member on scheduled patients before initial and/or follow-up visit.
• Obtains financial updates, documents in the billing system, completes forms, and obtains signatures as “alerts” request. Ensure patient documents are filled out and signed.
• Obtains, verifies, and updates patient information and provides support services to patients and medical staff.
• Know how to locate path reports, outside medical records, radiology reports, and retrieve if necessary for the position.
• Refer patients to the financial counselors when alerted by the billing system or if the patient has billing questions.
• Contact the social worker for assistance with patient needs such as lodging, transportation, medication requests, or any type of social worker request.
• Forwards any medical records requests to the centralized medical records department.
• Manage patient scheduling activities, including coordinating referring and follow-up appointments, rescheduling cancelled visits, preparing and transmitting referral documentation, and greeting, screening, checking in, and directing patients while communicating arrivals to nursing, and radiation therapy staff
• Manages cash-handling operations by processing patient transactions, maintaining accurate financial records, conducting routine petty cash box counts, and preparing and securing daily bank deposits in accordance with company policies and departmental procedures.
• Responsible for ensuring patients’ initial appointments/schedules are up to date and on the computer.
• Investigate all “no shows”, clearly document reasons “why”, and make appropriate follow-up
• Maintain daily written or electronic documentation of completed work in order to provide data for monthly reports.
• Conducts daily research of expired patient information and updates EMR or billing systems. Notify the physician and medical records if required.
• Serves as the custodian of the front office multi-function device.
• Knows how to prepare and mail to new patients the new patient packet with the CARTI booklet.
• Cross-train and learn at other clinics.
• Process EMR messages and worklist queues.
• Other duties as assigned.

OTHER JOB REQUIREMENTS

Travel to satellite centers as required.

SUPERVISORY RESPONSIBILITY

None

EDUCATION, CERTIFICATION, LICENSURE And REGISTRATION

• High school graduate or GED.
• Associate degree in business administration or a secretarial program a plus.
• Current Valid Driver’s license.

EXPERIENCE, KNOWLEDGE, SKILLS And ABILITIES

• Minimum of 1 year of front office healthcare experience required. Healthcare Scheduling preferred.
• Competent in EMR systems preferred.
• Strong knowledge of medical terminology and office procedures.
• Excellent computer and other basic office equipment skills.
• Knowledge of grammar, spelling and punctuation.
• Skilled in time management and organization.
• Ability to read, understand and follow oral and written instructions.
• Ability to communicate clearly and concisely.
• Ability to establish and maintain effective working relationships with patients, team members and the public.

Reasoning Ability

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

Interpersonal Skills

• Must interact and communicate both verbally and in written form.
• Must interact and exchange information regarding patients with physicians and other departmental personnel, and outside agencies on a frequent basis while respecting the confidentiality of patient information.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• While performing the duties of this job, the employee is regularly required to talk or hear.
• The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

The work environment described here are representative of those an employee encounters while performing the essential functions of this job. This position involves potential exposure to infectious diseases. Colleagues are offered appropriate vaccinations and safety training.

Comments

This description is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not an exhaustive list of all duties, responsibilities and requirements of a person so classified. Other functions may be assigned and management retains the right to add or change the duties at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

SAFETY SENSITIVE

This position is a Safety Sensitive Position and cannot be filled by a candidate who is a current user of medical marijuana. The essential functions, physical demands, and mental competencies of this job require the employee maintain the ability to work in a constant state of alertness in a safe manner.