Patient Service Coordinator

Vanderbilt University Medical Center•Nashville, TN

17h•Hybrid

About The Position

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: VIS Admin OHO Job Summary: Looking for friendly, service driven team members who love helping people! Join Vanderbilt Imaging Services as a Patient Services Specialist (PSS) and play a vital role in delivering an exceptional patient experience. PSS team members are the first point of contact for our patients—providing compassionate, professional support both in person and over the phone. In this role, you will assist patients with appointment scheduling, check in and check out processes, insurance verification and updates, cash collection, and general patient inquiries across our imaging centers (MRI, CT, Mammography, Ultrasound, and more). You will help ensure smooth clinic flow by maintaining accurate medical records, communicating wait times and delays, and supporting both clinical and administrative teams. Based on operational needs, team members may be asked to work flexible hours and/or provide coverage at other Vanderbilt Imaging Services locations. Strong customer service skills, professionalism, and the ability to multitask in a fast paced healthcare environment are essential. Prior healthcare or medical office experience is preferred, along with solid computer skills. Epic EMR experience is a plus. As part of our application process, we will carefully review your resume and application. Qualified applicants will be invited to a virtual screening interview via Microsoft Teams, followed by interviews with leaders from our Patient Services team. We are hiring multiple positions and will make rolling offers as we find the right candidates. We can’t wait to meet you! . Condensed Key Responsibilities (PSS-Focused) Serve as the first point of contact for patients and visitors, providing a welcoming, courteous, and professional experience. Register patients by verifying demographics, insurance, and eligibility; update information in the EMR as needed. Schedule, confirm, and coordinate patient appointments according to clinic standards. Manage patient check‑in and check‑out, including collecting co‑payments, and issuing receipts in accordance with financial policies. Answer incoming calls using proper telephone etiquette; take accurate messages and route inquiries appropriately. Communicate proactively with patients regarding wait times, delays, and next steps in care. Maintain patient charts and records, ensuring accuracy, privacy, and compliance with documentation standards. Scan and manage insurance cards, referrals, and other required documentation. Support clinic flow and operations by collaborating with clinical staff, leadership, and fellow PSS team members. Demonstrate professionalism and adherence to service standards in all patient‑facing and non‑public settings. Perform other duties as assigned to support patient care and clinic operations, including but not limited to Burning discs for patients and provider offices, and making scheduling calls from a workqueque 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 Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work. Position Qualifications: 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. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Requirements

Strong customer service skills
Professionalism
Ability to multitask in a fast paced healthcare environment
Prior healthcare or medical office experience is preferred
Solid computer skills
High School Diploma or GED
2 years of relevant work experience

Nice To Haves

Epic EMR experience is a plus

Responsibilities

Serve as the first point of contact for patients and visitors, providing a welcoming, courteous, and professional experience.
Register patients by verifying demographics, insurance, and eligibility; update information in the EMR as needed.
Schedule, confirm, and coordinate patient appointments according to clinic standards.
Manage patient check‑in and check‑out, including collecting co‑payments, and issuing receipts in accordance with financial policies.
Answer incoming calls using proper telephone etiquette; take accurate messages and route inquiries appropriately.
Communicate proactively with patients regarding wait times, delays, and next steps in care.
Maintain patient charts and records, ensuring accuracy, privacy, and compliance with documentation standards.
Scan and manage insurance cards, referrals, and other required documentation.
Support clinic flow and operations by collaborating with clinical staff, leadership, and fellow PSS team members.
Demonstrate professionalism and adherence to service standards in all patient‑facing and non‑public settings.
Perform other duties as assigned to support patient care and clinic operations, including but not limited to Burning discs for patients and provider offices, and making scheduling calls from a workqueque