Patient Service Representative (Madison)

Orthodontic Experts LTD • Madison, WI

6d • $19 - $24 • Onsite

About The Position

Orthodontic Experts is a growing, patient-centered orthodontic organization with more than 30 locations across the greater Chicagoland area, Wisconsin, Indiana, and Indianapolis. The organization emphasizes accountability, continuous improvement, inclusion, integrity, respect, teamwork, and transparency.

The Patient Service Representative welcomes visitors, provides information and assistance, answers incoming calls, manages the front desk, and provides administrative support. The role is based at 1710 Eagan Road in Madison, Wisconsin, with travel required to clinics in Menomonee Falls and Beloit. The stated schedule is Monday through Wednesday, 8:45 a.m.–5:00 p.m.; Thursday and Friday, 6:45 a.m.–3:00 p.m.; and two Saturdays per month. Pay is $19–$24 per hour.

Requirements

• High school degree or GED equivalent.
• 3 years of customer service experience.
• 2 years of patient service experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Access.
• Excellent problem-solving and de-escalation skills.
• Excellent written and verbal communication skills.

Responsibilities

• Answer incoming phone calls and listen to and return voicemails left on front-office phones.
• Check in new and existing patients and notify clinical staff when patients arrive.
• Collect new-patient registration forms, medical history forms, and HIPAA privacy notices.
• Check out patients, collect payments, and schedule their next appointments.
• Answer questions and provide information to walk-in patients.
• Keep the communication log current with necessary patient and parent communication information.
• Review the clinic's daily schedule for changes and check it in advance.
• Fill open schedule slots with bonding appointments, adjustments, or new-patient consultations at least two days in advance, and adjust clinic hours based on the schedule.
• Review bonding approvals and verify that bondings are approved and active with insurance on the day before and the day of appointments.
• Explain and reiterate the cancellation policy to patients.
• Print end-of-day reports.
• Keep the office and reception area clean.
• Check and reply to office emails.
• Reconcile collected payments against reports and check credit card transactions.
• Call patients with outstanding balances.
• When traveling to another clinic, perform the role's duties and responsibilities, including administrative tasks.
• Participate in marketing events.
• Handle cash.
• Perform other tasks as assigned.

Benefits

• Paid Patient Service Representative training.
• Travel pay when traveling to sister clinics more than 15 miles from the base clinic.
• Medical, dental, vision, and life insurance.
• Short-term disability.
• Employee Assistance Program.
• Health Savings Account.
• Dependent Care Account.
• 401(k) and matching.
• Paid time off.
• Identity theft protection through LifeLock.
• MetLaw.
• Pet insurance.
• Free and discounted orthodontic treatment.
• Monthly bonuses.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED