Patient Service Representative

Forefront Dermatology•Town of Glencoe, WI

13d

About The Position

The Patient Service Representative is the primary point of contact for patients arriving at a dermatology or plastics clinic. The role supports clinic operations through patient registration, preparation and management of electronic practice management and health records, payment collection, appointment scheduling, and accurate financial reporting to the Forefront Billing Department. The position also supports patient communications, referrals, records management, retail sales, and daily clinic opening and closing procedures. The representative is expected to follow company procedures, compliance requirements, and HIPAA confidentiality standards while working with patients, clinicians, staff, and the public.

Requirements

High school diploma or GED.
Up to one year of medical office or front desk experience is preferred.
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

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

Responsibilities

Open and close the clinic daily, including counting the cash box, documenting activity, 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 transactions, provide receipts, and maintain accurate daily cash logs.
Maintain the waiting room environment 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 as needed to fill schedules and manage recalls.
Handle handoffs and escalations from billing and the central call center when 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 needed for payor verification.
Sell and track cosmetic products and other retail items in accordance with standard operating procedures, including payment recording, collection, and inventory management.
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 to support accuracy and productivity.
Sort and distribute U.S. mail and courier contents according to company policy.
Follow compliance requirements and complete mandatory training and meetings.
Perform other duties as assigned.