Job Description Summary

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As a Patient Care Specialist, you will be responsible for managing patient appointments, coordinating with medical staff, and maintaining accurate records. Your exceptional organizational skills and attention to detail will be instrumental in keeping our clinic running smoothly. From answering phone calls and addressing inquiries to handling insurance paperwork, your multitasking abilities will shine as you balance multiple tasks with ease. Your friendly and professional demeanor will create a welcoming atmosphere for our patients, making them feel comfortable and supported throughout their visit. If you're ready to make a meaningful impact in the healthcare industry, apply now to be apart of our dedicated team!

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How will you make an impact & Requirements

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The Patient Care Specialist I provides essential front-line administrative and clerical support within the medical office. This role is responsible for greeting and registering patients, verifying demographic and insurance information, collecting payments, and maintaining accurate documentation within the electronic health record (EHR). The Specialist I upholds patient confidentiality and follows all HIPAA, privacy, and compliance standards while working under close supervision to ensure a professional and efficient patient experience.

Responsibilities

• Greets, registers, and checks in patients, ensuring all demographic, insurance, consent, and contact information is accurate and current in the EHR.

• Collects and processes copayments following standard cash-handling and reconciliation procedures.

• Verifies insurance eligibility, obtains required authorizations, and documents verification results accurately in the patient record.

• Provides clear explanations of check-in processes, insurance requirements, and payment expectations.

• Answers and routes phone calls, schedules or reschedules appointments, and maintains daily appointment schedules while communicating adjustments to clinical staff.

• Processes urgent specialist referrals, appointment ticklers, and medical record release requests in a timely and accurate manner.

• Performs clerical and administrative tasks including filing, faxing, scanning, and uploading documents into the EHR.

• Reviews patient accounts for outstanding balances or documentation errors and partners with billing to resolve discrepancies.

• Maintains full HIPAA and privacy compliance by safeguarding patient information, properly managing documentation, and limiting access to authorized users only.

• Identifies and reports potential privacy breaches, compliance risks, or billing concerns promptly according to established protocols.

• Prepares, routes, and manages medical documentation to ensure completeness, confidentiality, and accuracy.

• Provides professional, courteous customer service and maintains composure during high-volume or challenging situations.

• Coordinates scheduling across multiple providers, departments, or specialties to support efficient patient flow.

• Audits patient charts, registration data, and referral documentation to identify and correct compliance or process issues.

• Participates in mandatory training programs related to compliance, privacy, workflow changes, and patient experience.

• Supports the Practice Manager and care team with assigned administrative tasks.

• Participates in departmental audits, workflow redesign initiatives, and implementation of new systems or technologies.

• Prepares and distributes operational reports related to scheduling efficiency, registration accuracy, or service metrics.

• Demonstrates excellent guest service to internal team members and patients. • Performs other related duties as assigned.