Patient Service Coordinator - Cool Springs (Outpatient)

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Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization : VIS Admin Cool Springs

Job Summary

Schedule is 14hrs days Saturday and Sunday. As a Patient Service Specialist (PSS) / Scheduler, you will play a key role in delivering a positive patient experience by working closely with a team of PSS professionals. Your responsibilities will include checking in patients for appointments and making outbound calls to schedule services. This role requires strong communication skills, attention to detail, and the ability to multitask in a fast-paced healthcare environment.

Key Responsibilities

• Greet patients and guests upon arrival. Scan the reception area periodically to ensure that each patient is checked in. If uncertain, verify patient's status. Proactively communicate wait times or delays to patients at the time of check-in. Provide updates to patients regarding revised wait times. Maintain an organized work area and professional appearance.
• Respond to each call with the standard greeting : Clinic name or other identifier; Your name; answer call within 3 rings. Place caller on hold with permission from caller and for appropriate time frames. Provide complete transfer assistance to all incoming calls when needed. Demonstrate phone service etiquette.
• Listen to patient and direct call to the appropriate person
• Schedule patient appointments with providers
• Follow appropriate steps to forward calls to the answering service at the end of each day
• Take accurate messages with appropriate detail
• Confirm patient appointments
• Pull and prepare patient charts for next-day visits
• Demonstrate on-stage behavior in all setting viewed by patients or visitors
• Demonstrate off-stage behavior expected in all settings when representing VIP
• Initiates message by correctly including the following information : Name; At least 2 of the correct identifiers (MR#, DOB, SS#); Reason for call or inquiry; Forwards messages to the appropriate recipient in a timely manner following clinical protocol. Respond to all messages using correct spelling, grammar, and commentary appropriate for medical record documentation.
• Demonstrate ability to identify and proactively assist a patient or visitor. Provide accurate and complete directional assistance independently or using appropriate resources. Schedule, pull, and prepare patient charts for same-day visit.
• Organize and prepare patient records daily (pull patient charts and organize chart for visit); Ensure privacy by adhering to sign-in standard format; Ensure accurate patient identification by comparing sign-in data to 2 separate identifiers; Review display notes for Referral and Central Registration needs; Accurately determine which account to use for the visit. See Financial Screening Policy regarding payment responsibilities. Collect co-payments. Document in EMR. Provide receipt. Determine if referral is needed from insurance and is in place for the visit.
• Verify demographic & insurance information via open-ended questions : Name-Accuracy and Spelling SSN Address Phone-Work and Home Employer Insurance Information Emergency Contact Information. If insurance has changed, update the registration.
• Scan insurance cards; Obtain card(s) from patient or guarantor and scan (if new or not in the chart), using designated device; Rank each card as primary, secondary, or tertiary.
• Maintain orderly appearance of reception area; Ensure method for accountability of each patient check-in; Proactively communicate with patients about delays; Manage reception area disruptions
• File lab slips, X-Ray reports, consult letters, and all other correspondence in patient charts; Respond accurately to Frequently Asked Questions
• Collect encounter forms and verify accuracy and completeness- Date of service; Encounter # and billing #; Attending Physician's name and number; Clinic location code; CPT codes and modifiers; ICD-10 codes; Referring provider for new patients when consultation charge is marked.
• Collect self-pay balances per clinic policy; verify whether patient's account shows a credit balance prior to collecting any co-pays; post professional charges. Work with Office Manager to reconcile charge batches, balance cash collections to Use Batch Report daily, reconcile cash discrepancies, prepare deposit and take to central depository or bank (daily), and reconcile petty cash and submit to central depository (daily).
• Complete Medical Records processes; prepare Outside Medical Records for access during patient visit, either by creating a visit folder for the hard copies or scanning in advance of the visit. Prepare paper patient charts for storage or consolidation with the main medical record.
• Respond to patient or other requests for medical record copies.
• Incoming Patient & Referring MD Appointment Requests are scheduled according to clinic standards.
• Tests, Procedures & Outgoing Referral MD Appointment Requests are scheduled according to clinic standards

High School Diploma or GED (or equivalent experience) and 3 years in an office with at least one year in a medical setting Licensure, Certification, and / or Registration (LCR) : Physical Requirements / Strengths needed & Physical Demands : Medium Work category requiring exertion up to 50lbs of force occasionally and / or up to 20 of force frequently and / or up to 10 of force continually to move objects.

Sensory Occasional : Communication : Expressing or exchanging written / verbal / electronic information. Occasional : Auditory : Perceiving the variances of sounds, tones and pitches and able to focus on single source of auditory information Occasional : Vision : Clarity of near vision at 20 inches or less and far vision at 20 feet or more with depth perception, peripheral vision, color vision. Occasional : Smell : Ability to detect and identify odors. Occasional : Taste : Ability to detect quality, texture, consistency and taste of prepared foods / quality control. Frequent : Noise : May include exposure to occupational noise levels which equal or exceed an 8-hr time-weighted average of 85 decibels, requiring enrollment in VUMC's Hearing Conservation Program which includes training, use of hearing protection, and periodic audiometry. Environmental Conditions Occasional : Pathogens : Risk of exposure to bloodborne pathogens and other contagious illnesses.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities :