Patient Service Coordinator

National Spine & Pain Centers•Babylon, NY

6d•Onsite

About The Position

The Patient Service Coordinator is responsible for administrative functions involving front desk coordination, insurance coordination, and medical records. The role performs required job functions with an emphasis on service excellence to help ensure quality patient care meets the needs of patients, providers, and the organization. The coordinator greets and registers patients, manages check-in and check-out, supports patient flow and scheduling, handles calls and administrative messages, and assists the clinical team as needed. The role verifies insurance eligibility and benefits, obtains authorizations and referrals, coordinates Workers Compensation approvals, and handles assigned prescription-request tasks. The coordinator prepares and maintains patient charts, coordinates medical-record requests, and follows HIPAA and organizational compliance procedures. The role also supports training and task assignments for administrative staff, helps improve administrative workflows, and maintains an organized, clean, professional workspace. The position is based in an ethical, fast-paced clinical office with generally moderate noise. It involves regular use of standard office equipment and close interaction with patients, which may involve exposure to blood-borne pathogens or other infections; infection-control procedures are practiced to minimize risk. Physical requirements include regular sitting, standing, bending, walking, seeing, talking, and listening; manual dexterity and hand-eye coordination; occasional reaching, stooping, kneeling, crouching, and moving items up to 10 pounds; and the ability to operate a motor vehicle with a valid driver's license as needed.

Requirements

High school diploma or GED equivalent.
At least one year of related administrative experience and/or training.
Ability to maintain complete confidentiality of information.
Excellent verbal and written communication skills.
Ability to demonstrate outstanding customer service while maintaining a high level of patient care.
Excellent organizational and multitasking skills with close attention to detail.
Ability to apply common-sense understanding to carry out written, oral, or diagrammed instructions.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to learn and use software for electronic patient medical records and practice-management scheduling systems.
Ability to operate a motor vehicle with a valid driver's license as needed.
Ability to meet the stated physical requirements, including regular sitting, standing, bending, walking, seeing, talking, and listening; manual and finger dexterity; and occasional movement of items up to 10 pounds.

Nice To Haves

Related administrative experience or training in a healthcare environment is preferred.

Responsibilities

Greet patients and collect required registration and visitation information and forms.
Perform patient check-in, including collecting and updating demographic and insurance information, completing registration forms, and scanning insurance cards and photo IDs.
Assist with patient flow, communicate with patients about appointments, and maintain the waiting area.
Manage patient schedules, including follow-up scheduling, appointment confirmations, and cancellations under established guidelines.
Answer calls routed through the center and ensure they are returned, transferred, or closed appropriately.
Review administrative messages and complete assigned system tasks, including responding to email inquiries, distributing electronic faxes, and sending information to referring providers.
Back up the clinical team by helping expedite patient visits as needed.
Perform patient check-out, including scheduling follow-up or procedural appointments, issuing reminder cards, collecting co-pays or deductibles, and recording payment notes.
Verify and update patient demographic and insurance information in charts to support accurate claim payments.
Contact primary and secondary insurance carriers to confirm eligibility, benefits, deductibles, co-pays, and referral or preauthorization requirements, and document findings under policy.
Obtain insurance authorizations and provider referrals as required, with appropriate system documentation three days before appointments except add-ons.
Obtain Workers Compensation authorizations and approvals from case managers or adjusters.
Complete electronic insurance verifications and notify patients of eligibility status.
Monitor appointment add-ons and complete insurance verifications by reviewing and updating assigned schedules, physicians, and offices.
Process prescription requests, including obtaining refill information, preparing request forms, routing them to providers, calling in permitted prescriptions when physician-approved, and contacting patients when medications are available for pickup.
Prepare charts ahead of scheduled appointments and track referrals and authorizations as required by insurance policy.
Print necessary patient forms and schedules for the next day's appointments.
Coordinate and transmit report and medical-record requests to referring physician offices and other parties as requested by providers.
Print and copy paperwork from patient charts for medical-record requests while following HIPAA and organizational compliance procedures.
Retrieve, file, and maintain patient charts in accordance with HIPAA and organizational procedures.
Keep filing and patient-chart storage areas clean and organized.
Assist with training and monitoring administrative staff on customer service standards.
Assist with creating and managing employee task assignments and ensuring their accuracy and timely completion.
Assist in assessing, communicating, and continually improving administrative workflows, processes, and policies.
Help ensure workspaces are organized, clean, and professional.
Understand, comply with, and enforce organizational policies, procedures, codes of conduct, and OSHA and HIPAA privacy rules.
Follow applicable federal and state compliance regulations, the organization's Code of Conduct and Employee Handbook, compliance policies and procedures, and healthcare fraud, waste, and abuse laws.
Perform other duties as assigned.