Ancillary Services Representative

Jax Spine & Pain Centers•St. Augustine, FL

About The Position

The Ancillary Services Representative provides patient-centered care while supporting Durable Medical Equipment (DME) and Urine Drug Testing (UDT) services in a clinic. The role assists with patient flow, rooming, basic vital signs, specimen collection, DME coordination, and accurate Electronic Medical Record (EMR) documentation. It requires attention to detail, compassion, multitasking, and effective collaboration with providers, clinical staff, and administrative departments in a fast-paced healthcare environment. The position supports patients and care teams across clinical, DME, UDT, and administrative activities. It includes fitting and educating patients on orthopedic braces, maintaining DME inventory, collecting and preparing specimens, responding to inquiries, researching documentation and insurance benefits, and maintaining patient records and confidentiality. The role is expected to promote efficient clinic operations, accurate documentation, specimen integrity, and positive patient outcomes.

Requirements

High school diploma or equivalent required.
Strong patient service and communication skills.
Ability to work effectively in a fast-paced medical office environment.
Excellent attention to detail and organizational skills.
Ability to multitask and prioritize competing responsibilities.
Strong documentation and computer skills, including Microsoft Office applications.
Ability to work independently while contributing positively to a team environment.
Professional demeanor and commitment to patient-centered care.
Ability to stand, walk, bend, and assist patients throughout the workday.
Ability to lift and move DME equipment and supplies as needed.
Ability to perform repetitive tasks associated with patient care, inventory management, and documentation.

Nice To Haves

Medical Assistant certification preferred but not required.
Minimum one year of healthcare, DME, medical assistant, patient care, or customer service experience preferred.
Experience obtaining vital signs and working directly with patients preferred.
Experience with EMR systems, preferably eClinicalWorks (ECW), preferred.
Knowledge of medical terminology preferred.

Responsibilities

Greet and assist patients professionally and courteously.
Triage and room patients in preparation for provider visits and ancillary services.
Obtain and document basic vital signs, including blood pressure, pulse, height, weight, and pain scores.
Assist with patient intake and accurately document required information in the EMR.
Support providers and clinical staff with documentation and patient-care coordination.
Maintain patient flow and assist clinic operations to support efficient patient throughput.
Educate patients about DME products, UDT collections, and treatment-related instructions.
Receive, process, route, and fulfill DME orders from providers and patients.
Fit and measure patients for orthopedic braces, including back, knee, wrist, ankle, and cervical supports.
Educate patients and caregivers on brace application, use, care, and maintenance.
Maintain accurate DME inventory levels and real-time inventory tracking.
Document fittings, patient education, and patient interactions according to company guidelines.
Ensure DME dispensing complies with payer and company requirements.
Collect routine urine, oral fluid, and pre-procedural screening samples according to company policies.
Label, package, and prepare specimens for laboratory transport.
Maintain chain-of-custody and specimen-integrity procedures when applicable.
Document specimen collections and related patient interactions in the EMR.
Answer incoming calls and respond to patient, provider, and facility inquiries.
Research documentation, insurance benefits, and order status to assist patients and providers.
Provide basic education about insurance benefits and patient financial responsibility as appropriate.
Enter and maintain patient information in the EMR system accurately.
Collaborate with physicians, care teams, scheduling staff, insurance verification, and other departments to support seamless patient care.
Maintain confidentiality and comply with HIPAA regulations and company policies.
Maintain a clean, organized, and professional work environment.
Maintain accurate and timely documentation, provide exceptional customer service and patient care, ensure policy compliance, maintain inventory accuracy and specimen integrity, and support efficient clinic operations and positive patient outcomes.
Demonstrate professionalism, reliability, teamwork, and accountability.