Patient Services Specialist - Gyn/Onc

AON Central Services, LLC; Fort Wayne (IN); On-site; USD 22,000 - 36,000; Full time

Job summary

AON Central Services, LLC seeks a Patient Services Specialist to manage front-end intake, scheduling, medical records, and financial transactions with accuracy and strong customer service. You will support multiple clinic stations, ensure HIPAA compliance, and help maintain EMR documentation in a fast-paced, multi-site environment.

The role emphasizes patient-facing responsibilities, accurate billing, and coordination with healthcare staff across locations, with travel 0% and competitive pay.

Qualifications

• High School Diploma; Associates degree preferred
• 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
• 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

Responsibilities

• 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.
• 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.
• 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.
• 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.
• 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.

Skills

Customer service

Interpersonal communication

Attention to detail

Multitasking

Organizational skills

Problem solving

Education

High School Diploma

Associate degree preferred

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

Location: Fort Wayne Medical Oncology and Hematology Pay Range: $15.83 - $26.38

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%

AON

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.

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.