Patient Services Specialist

American Oncology Network, Inc.; The Woodlands (TX); Hybrid; USD 21,000 - 37,000; Full time

Benefits offered by this job

Health insurance

401k with match

Paid Time Off

Flexible work options

Job summary

American Oncology Network, Inc. is seeking a Patient Services Specialist to provide front-end patient support, including intake, scheduling, medical records, and financial transactions.

The role requires accurate documentation and exemplary customer service in a fast-paced environment across locations. Responsibilities include greeting patients, managing appointments, updating EMR records, collecting co-pays, and ensuring HIPAA compliance while coordinating with the care team and Financial

Qualifications

• High school diploma required; associate degree preferred.
• Minimum one year experience in healthcare or physician office.
• Strong customer service orientation with attention to detail and multitasking.

Responsibilities

• Greet patients and verify identity; support registration.
• Schedule appointments and coordinate physician requests.
• Maintain and update patient records in EMR and billing systems.
• Collect patient payments and post transactions; assist with billing.
• Ensure HIPAA compliance and handle multi-site coverage.

Skills

Interpersonal skills

Communication skills

Customer service

Attention to detail

Multitasking

MS Office (Word/Excel/Outlook)

Education

High School Diploma

Associates degree preferred

Tools

MS Word

MS Excel

MS PowerPoint

Outlook

Job description

Location: Woodlands Cancer Institute Hiring Range: $15.60 - $26.58 Position Summary: The Patient Services Specialist (PSS) provides high-quality front-end patient support by managing patient intake, scheduling, medical records, and financial transactions while ensuring accurate documentation and exceptional customer service. Responsibilities may vary by office size, layout, and staffing model, with cross-coverage across functional stations as needed. Key Performance Areas: KPA 1 – Patient Intake, Registration & Customer Experience Greet patients and caregivers professionally to create a welcoming, supportive environment. Accurately check in patients according to clinic policy, verify identity per AON Patient I.D. standards, and document arrival status and location in the EMR. Verify, update, and maintain patient demographic information at required intervals. Collect, document, and post patient payments and co-pays; issue receipts and notify Financial Counselor when payment cannot be made. Ensure completion of required patient forms and medical history documentation. Respond promptly and courteously to inbound calls; route calls or document messages accurately within the EMR. KPA 2 – Scheduling, Physician Support & Communication Schedule and manage patient appointments, including new patients, follow-ups, treatments, referrals, outside testing, and hospital admissions per physician orders. Maintain physician schedules in alignment with preferences, capacity limits, and clinic policies; proactively resolve scheduling conflicts. Coordinate physician requests related to schedule changes, meetings, vacations, conferences, and drug representative visits. Assign new patients to appropriate clinicians per office guidelines and maintain accurate assignment records. Contact patients regarding missed appointments, document outreach efforts, and reschedule as appropriate. Accurately document and relay hospital consults, messages, and urgent information to physicians and designated care team members. Manage answering service activation/deactivation and retrieve messages in accordance with clinic hours and emergency call policies. KPA 3 – Medical Records & Documentation Management Create, maintain, and update patient charts in the EMR and billing systems for new, follow-up, and hospital consult patients. Assemble and verify new patient and hospital follow-up records; obtain missing documentation from referring providers, facilities, or labs. Process, file, and distribute faxes, mail, courier deliveries, and electronic documents accurately and timely. Respond to medical record requests from patients, providers, and authorized third parties in accordance with policy and HIPAA requirements. Support legal and subpoena-related chart requests by coordinating with corporate and external vendors as required. Maintain EMR, fax servers, and document management systems with attention to accuracy, completeness, and proper categorization. Verify patient identifiers prior to filing records and resolve misfiled documentation promptly. KPA 4 – Financial Transactions & Daily Reconciliation Collect and post all forms of patient payments accurately; log transactions in required systems and reports. Prepare daily close documentation, deposits, and trial closes in accordance with AON and clinic protocols. Balance cash drawers and handle funds according to established procedures. Notify Financial Counselors of insurance changes, STAT scheduling needs, or hospital admissions impacting billing or collections. Distribute reports, schedules, and documentation to appropriate departments, including EDI and Business Office, per protocol. KPA 5 – Compliance, Team Support & Operational Flexibility Comply with all federal, state, and local regulations related to patient care, privacy, billing, safety, and records retention. Adhere to all AON policies, procedures, IT standards, and disaster recovery requirements. Perform duties across Patient Services stations (Check-In, Check-Out, Medical Records, Fax Server) as trained and assigned. Provide coverage for absences, lunches, vacations, and staffing needs across locations. Assist with training and onboarding of new Patient Services staff. Maintain organized workspaces, safeguard equipment, and ensure confidentiality of patient and employee information. Support multi-site operations and work at alternate AON locations as business needs require. Required Qualifications: Education: High School Diploma; Associates degree preferred Experience: Minimum of one (1) year experience in a healthcare setting; physician office experience preferred Demonstrated customer service focus with strong attention to detail and multitasking ability Skills and Competencies: Strong interpersonal and communication skills with diverse populations Critical thinking, problem-solving, and organizational skills Ability to manage competing priorities in a fast-paced, multi-site environment Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook Travel: 0% American Oncology Network AON is an alliance of physicians and veteran healthcare leaders dedicated to ensuring the long-term success and viability of oncology diagnosis and treatment in community-based settings. It is the fastest growing national network of community oncology practices delivering local access to exceptional cancer care. AON serves its expanding network of partner practices by providing proven practice management expertise. Our employees across the country work together to empower physicians to make cancer care better. By driving integrated, collaborative care, we are proudly helping community oncologists deliver the highest quality care to every patient. Cancer touches everyone. Being able to make a difference in the lives of those fighting this disease is something our employees at AON cherish and never take for granted. A career in oncology offers all sorts of rewards. But working at AON offers employees more than most. As a fast-growing national company, the opportunity to join a national workforce with flexible work options is available. We offer competitive compensation packages that include comprehensive health insurance with a robust provider network. Our 401k, which offers a 100% match and investment options, is available to full-time and part-time staff members, and we feature a generous Paid Time Off (PTO) program. At AON, we offer you more than a job, we offer you a career. As a network of independent oncology practices working together as one, we host annual summits each year, providing our employees a chance to collaborate with AON peers from across the country. Promoting from within is a priority at AON, and we support our team members continued growth through professional development programs and tuition assistance.