Patient Service Specialist

Job Summary: ****Monday-Friday 12:30pm-9pm**** Position Summary The Patient Service Specialist (PSS) serves as the first point of contact for patients and visitors, delivering an exceptional, patient-centered experience across all interactions. This role supports front-end operations including registration, scheduling, financial clearance, and communication, while ensuring accuracy, efficiency, and compliance with healthcare standards.

The PSS plays a critical role in maintaining patient flow, optimizing access to care, and supporting revenue cycle processes. Success in this role requires strong communication skills, emotional intelligence, attention to detail, and the ability to multitask in a fast-paced clinical environment. . Key Responsibilities Patient Experience & Front Desk Operations - Welcome patients and visitors with a professional, courteous, and empathetic approach - Manage patient check-in/out processes efficiently while ensuring accurate identification using two identifiers - Proactively communicate wait times, delays, and updates to patients - Maintain a clean, organized, and patient-ready reception area - Demonstrate professionalism and service excellence in all patient-facing interactions ________________________________________ Scheduling & Access Management - Schedule, confirm, and modify patient appointments in alignment with clinic protocols - Coordinate referrals, diagnostic testing, and follow-up visits - Ensure appointments are appropriately linked to provider schedules and patient needs - Support same-day scheduling and urgent patient requests when appropriate ________________________________________ Communication & Call Management - Answer incoming calls promptly using established service standards - Route calls appropriately and document accurate, detailed messages in the EMR - Manage call transfers and escalation pathways effectively - Provide clear, accurate information and support to patients, providers, and care teams ________________________________________ Registration, Insurance & Financial Coordination - Verify and update patient demographic and insurance information using open-ended questioning techniques - Scan, review, and validate insurance cards, ensuring accurate payer hierarchy (primary/secondary/tertiary) - Identify referral, authorization, and financial clearance requirements prior to service - Collect co-pays, deductibles, and outstanding balances in accordance with policy - Provide receipts and ensure accurate documentation of all financial transactions ________________________________________ Revenue Cycle & Cash Handling - Collect payments from self-pay patients and patient coinsurance balances in accordance with organizational policy - Maintain accountability of assigned cash drawer and ensure accurate tracking of all transactions - Reconcile daily cash collections and resolve discrepancies in a timely manner - Meet or exceed established front-end collection performance metrics - Prepare and secure daily deposits in accordance with organizational procedures - Collaborate with leadership to ensure compliance with financial controls and audit standards ________________________________________ Medical Records & Documentation - Prepare patient charts and records for upcoming visits (electronic and/or paper workflows) - Scan and index clinical and administrative documents into the EMR - Process requests for medical records in compliance with privacy regulations - Ensure all documentation is accurate, complete, and aligned with clinical and billing requirements ________________________________________ Team Collaboration & Operational Excellence - Partner effectively with clinical staff, leadership, and support teams to ensure seamless operations - Support workflow improvements and contribute to operational efficiency initiatives - Demonstrate adaptability and accountability in a dynamic healthcare environment - Uphold organizational values, service standards, and compliance requirements ________________________________________

Minimum

Qualifications - High School Diploma or GED (or equivalent experience) - Minimum 3 years of administrative or customer service experience, with at least 1 year in a healthcare or medical office setting preferred ________________________________________ Core Competencies - Customer Service Excellence - Communication & Active Listening - Attention to Detail & Accuracy - Multitasking & Time Management - Emotional Intelligence & Professionalism - Problem-Solving & Critical Thinking - Teamwork & Collaboration ________________________________________ Physical Requirements & Work Environment Physical Demands - Ability to perform medium work (lift up to 50 lbs occasionally, 20 lbs frequently) - Frequent use of hands for typing, scanning, and handling documents - Ability to sit, stand, and move throughout the workday as needed Work Environment - Clinical office environment with moderate noise levels - Exposure to patients and potential communicable illnesses - Frequent interaction with patients, staff, and external stakeholders ________________________________________ Additional Expectations - Maintain confidentiality in accordance with HIPAA and organizational policies - Adhere to all infection prevention, safety, and compliance protocols - Demonstrate a commitment to continuous learning and process improvement - Represent the organization with professionalism both on-stage (patient-facing) and off-stage Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. Core Accountabilities: * Organizational Impact: Performs tasks that are typically routine that may impact team's performance with occasional guidance. * Problem Solving/ Complexity of work: Utilizes some discretion and research to solve routine problems. * Breadth of Knowledge: Applies knowledge of standards, established processes and procedure that apply to your own job. * Team Interaction: Provides guidance to entry level co-workers.

Core Capabilities : Supporting Colleagues : Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas.- Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner.

Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service.- Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support.

Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. - Fulfills Safety and Regulatory

Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: 2 years Education: High School Diploma or GED This role offers the opportunity to make a meaningful impact within Vanderbilt Health, supported by a comprehensive benefits package which may include health, disability, retirement and/or wellness offerings to enhance your well-being and professional growth.

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO.

Great health care takes great people. We're looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt Health, where we value collaboration, embrace continuous learning and foster an environment where everyone can thrive.

We're the largest private employer in Middle Tennessee, with a growing team and an expanding footprint across towns and communities throughout the region. We employ more than 43,000 people who work in inpatient and outpatient clinical care, research and graduate medical education. Our employees also serve in critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fundraising, groundskeeping and facilities, and many other departments.

Our growing academic health system has more than 2,100 licensed hospital beds at eight hospitals: Vanderbilt University Hospital Monroe Carell Jr. Children's Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Bedford Hospital Vanderbilt Clarksville Hospital Vanderbilt Tullahoma-Harton Hospital Vanderbilt Wilson County Hospital Vanderbilt Health is the Mid-South's largest provider of specialty care, with hundreds of outpatient clinic and surgical locations throughout the region, and Tennessee's only National Cancer Institute-designated Comprehensive Cancer Center for adults and children.

We are one of the nation's busiest critical care centers, home to Middle Tennessee's only Level 1 Trauma Center and Burn Center for adults and children, and Middle Tennessee's only Level IV Neonatal Intensive Care Unit. We are the nation's largest transplant center, and last year we performed the most heart transplants than any center worldwide.

Vanderbilt Health is an epicenter for biomedical research, winning over $1 billion in annual research awards from government, industry, foundations and donors. We are also a national leader in medical training and education, with the largest clinical training center in the Mid-South and the only training center in Tennessee for many adult and pediatric specialties.

We're honored to be consistently considered among the nation's best hospitals for quality, safety and patient satisfaction. Three of our hospitals - Vanderbilt University Hospital, Vanderbilt Psychiatric Hospital and Vanderbilt Wilson County Hospital - have been awarded a Five-Star Quality Rating from Medicare. We support each other and encourage excellence among every member of our workforce.

High-achieving employees stay at Vanderbilt Health for professional growth opportunities, competitive compensation and benefits, and a sense of community and purpose. Join us in advancing health care. Our vision: The world leader in advancing personalized health Our mission: Personalizing the patient experience through our caring spirit and distinctive capabilities