Ancillary Services Representative

Jax Spine & Pain Centers•St. Augustine, FL

About The Position

The Ancillary Services Coordinator provides patient-centered care while supporting Durable Medical Equipment (DME) and Urine Drug Testing (UDT) services in a clinic. As a member of the care team, this role assists with patient flow and rooming, obtains basic vital signs, collects specimens, coordinates DME services, and maintains accurate Electronic Medical Record (EMR) documentation. The position requires attention to detail, compassion, multitasking in a fast-paced healthcare environment, and effective communication and collaboration with providers, clinical staff, and administrative departments. The role also processes and fulfills DME orders, fits and measures patients for orthopedic braces, educates patients and caregivers, and maintains DME inventory and documentation. It collects and prepares urine, oral fluid, and pre-procedural screening specimens according to company policies, preserving chain-of-custody and specimen integrity when applicable. Administrative work includes responding to inquiries, researching documentation, insurance benefits, and order status, maintaining patient information, and collaborating across departments. The position requires compliance with HIPAA and company policies, accurate and timely documentation, and support for efficient clinic operations 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.
At least one year of healthcare, DME, medical assistant, patient care, or customer service experience.
Experience obtaining vital signs and working directly with patients.
Experience with EMR systems, preferably eClinicalWorks (ECW).
Knowledge of medical terminology.

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 coordination of patient care.
Maintain patient flow and support efficient clinic operations.
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 DME 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 in accordance with 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 accurately 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 accurately in the EMR system.
Collaborate with physicians, care teams, scheduling staff, insurance verification, and other departments.
Maintain confidentiality and comply with HIPAA regulations and company policies.
Maintain a clean, organized, and professional work environment.
Maintain accurate and timely documentation, inventory accuracy, specimen integrity, and compliance with DME, UDT, HIPAA, and company policies.
Demonstrate professionalism, reliability, teamwork, and accountability.