Patient Service Representative I

Forefront Dermatology•Charlotte, NC

19d

About The Position

The Patient Service Representative serves as the primary point of contact for patients arriving at a dermatology or plastics clinic. The role supports patient registration, electronic practice management and health record preparation, payment collection, appointment scheduling, and accurate financial reporting to the Forefront Billing Department. The representative also manages the patient waiting room, handles calls and documents, coordinates referrals and appointment requests, prepares charts for upcoming appointments, and supports cosmetic and retail sales. The position requires professionalism, confidentiality, customer service, and adherence to company procedures and compliance requirements.

Requirements

High School Diploma or GED.
Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
Comfort navigating electronic health record and scheduling systems.
Strong organizational, communication, and customer service skills, with the ability to multitask in a fast-paced clinical environment.
Ability to work collaboratively with clinicians, staff, patients, and the public while maintaining a professional and positive demeanor.
Ability to handle sensitive information discreetly and maintain patient confidentiality in accordance with HIPAA.

Nice To Haves

Up to one year of medical office or front desk experience is preferred.
Dermatology and/or plastics experience is preferred.

Responsibilities

Open and close the clinic, including counting the cash box, documenting transactions, and reconciling daily payment totals.
Greet and check in patients; verify and update demographic, insurance, and consent information in the electronic health record and scheduling system.
Collect co-pays, account balances, and cosmetic payments; process retail sales, provide receipts, and maintain accurate daily cash logs.
Manage the waiting room and communicate delays to patients as needed.
Monitor the daily schedule for additions, cancellations, and no-shows, and schedule appointments according to company procedures.
Conduct patient outreach to fill schedules and manage recalls as needed.
Handle handoffs and escalations from billing and the central call center as needed.
Scan and manage electronic health record documents, including referrals, lab results, prior authorizations, and medical record releases.
Prepare next-day appointments by printing fee tickets and reviewing charts for required forms, referrals, and eligibility; contact patients to collect information for payor verification when needed.
Sell and track cosmetic products and other retail items according to standard operating procedures, including recording and collecting payments and managing inventory.
Answer incoming calls promptly, screen inquiries, take messages, and route calls appropriately.
Coordinate referrals and appointment requests according to company protocols, procedures, and clinician schedule templates.
Sort and distribute US mail and courier contents according to company policy.
Adhere to compliance requirements and complete mandatory training and meetings.
Perform other duties as assigned.