Patient Service Specialist | Outpatient Radiology| Vanderbilt Imaging Services | One Hundred Oaks

Vanderbilt University Medical Center • Nashville, TN

9h • Onsite

About The Position

The Patient Service Specialist (PSS) is the first point of contact for patients and visitors, providing a professional, courteous, empathetic, and patient-centered experience. The role supports front-end outpatient radiology operations, including patient registration, appointment scheduling, financial clearance, communication, medical records, and cash handling. The PSS helps maintain patient flow, access to care, and revenue cycle processes while ensuring accuracy, efficiency, and compliance with healthcare standards, privacy regulations, and organizational policies.

The position is part-time, Monday through Friday, 5:30 p.m. to 10:30 p.m. It is based in a clinical office environment with moderate noise, frequent interaction with patients, staff, and external stakeholders, and potential exposure to communicable illnesses. The position requires medium physical work, including lifting up to 50 pounds occasionally and 20 pounds frequently, frequent hand use for typing, scanning, and handling documents, and the ability to sit, stand, and move throughout the workday.

The PSS works with clinical staff, leadership, and support teams to promote seamless operations and continuous improvement. The role calls for effective communication, emotional intelligence, attention to detail, multitasking, accountability, adaptability, professionalism, and commitment to confidentiality, safety, infection prevention, and compliance protocols.

Requirements

• High school diploma or GED, or equivalent experience.
• At least 3 years of administrative or customer service experience; the posting lists a 2-year experience level under Position Qualifications.
• Strong customer service, communication, active listening, attention to detail, accuracy, multitasking, time management, emotional intelligence, and professionalism.
• Problem-solving, critical-thinking, teamwork, and collaboration skills.
• Ability to perform medium work, including lifting up to 50 pounds occasionally and 20 pounds frequently.
• Frequent use of hands for typing, scanning, and handling documents; ability to sit, stand, and move during the workday.
• Ability to maintain confidentiality and follow HIPAA, infection-prevention, safety, and compliance protocols.

Nice To Haves

• At least 1 year of experience in a healthcare or medical office setting is preferred.

Responsibilities

• Welcome patients and visitors professionally, courteously, and empathetically; manage check-in and check-out, verify identity using two identifiers, communicate wait times and updates, and maintain a clean, organized reception area.
• Schedule, confirm, and modify appointments according to clinic protocols; coordinate referrals, diagnostic testing, and follow-up visits; support same-day scheduling and urgent requests when appropriate.
• Answer incoming calls promptly, route and transfer calls, document detailed messages in the EMR, and provide accurate information to patients, providers, and care teams.
• Verify and update patient demographic and insurance information; review insurance cards and payer hierarchy; identify referral, authorization, and financial-clearance requirements before service.
• Collect co-pays, deductibles, outstanding balances, self-pay payments, and coinsurance in accordance with policy; provide receipts and document transactions accurately.
• Maintain accountability for the assigned cash drawer, track and reconcile daily collections, resolve discrepancies, prepare and secure deposits, meet or exceed collection metrics, and support compliance with financial controls and audit standards.
• Prepare patient charts and records for upcoming visits; scan and index clinical and administrative documents into the EMR; process medical-record requests in compliance with privacy regulations.
• Ensure documentation is accurate, complete, and aligned with clinical and billing requirements.
• Collaborate with clinical staff, leadership, and support teams; support workflow improvements and operational efficiency; uphold organizational values, service standards, and compliance requirements.
• Maintain confidentiality under HIPAA and organizational policies; follow infection-prevention, safety, and compliance protocols; pursue continuous learning and process improvement.
• Represent the organization professionally in patient-facing and other work interactions.

Benefits

• The role offers a comprehensive benefits package that may include health, disability, retirement, and/or wellness offerings.
• Professional growth and development opportunities.

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED