JOB DESCRIPTION
TITLE: Patient Services Representative Team Leader
POSITION INFORMATION: Coordinates schedules of patients in an outpatient clinic and provides clerical assistance
toward the smooth operation of the facility. Directly supervises a group of Patient Services Representatives.
REPRESENTATIVE DUTIES:
1.
Scheduling
a. Schedules patient appointments, either by telephone or in person
b. Provides information about clinic operations
c. Obtains patient demographics on new patients and updates demographics on
established patients.
d. Answers telephone calls and distributes to the appropriate people.
e. Prepares and enters healthcare providers’ schedules into the computer.
f. Coordinates schedules as directed to patient requiring multiple services.
2.
Check In/Check Out
a. Greets patients as they come into the clinic for scheduled appointments.
b. Accepts payments and writes receipts.
c. Totals encounter forms and inspects the form for completeness and accuracy.
d. Codes procedures and diagnoses.
e. Ensures the resident and faculty signatures are on the encounter form and
chart.
f. Copies insurance cards and distributes to the appropriate people.
g. Prepares encounter forms and billing packets for patients to be seen.
h. May prepare and type daily deposits.
i. Balances and closes cash box daily.
j. Prepares ancillary forms for other services (i.e. x-rays, vascular studies, etc.)
k. Prints and faxes physician schedules to offices.
3.
Filing and Organization
a. Pulls patient charts for appointments or to file lab, x-ray, hospital information
or other information into the chart.
b. Copies medical records for patients and other providers or facilities.
c. Files patient charts.
d. Prepares inactive patient charts for storage. Maintains log of charts in storage.
e. Secures charts that have been sent to storage that are needed in the clinic.
f. Replaces torn charts with new covers.
g. Makes up new patient charts and/or packets of information
h. Prepares new patient inserts for charts.
i. Requests medical records from other facilities
4.
Referrals and Authorizations
a. Talks to patients about financial accounts.
b. Verifies insurance eligibility and primary care physicians for patients.
c. Secures referrals to other providers for HMO patients.
d. Secures referrals from PCPs for HMO patients to be seen in the clinic.
e. Collects and verifies proof of income in order to determine what sliding
scale discount is appropriate, if any.
5.
Miscellaneous
a. Dispenses supplies as needed.
b. Notifies appropriate person when supplies are low and need to be reordered.
c. Types notes and letters for physicians as needed.
d. Makes immunization cards as needed.
e. Logs mail receipts according to University policy.
f. Sorts and distributes mail.
6.
All Areas
a. Communicates with patients of all ages in a professional manner at all times.
b. Communicates with co-workers and employees in a manner which promotes a
highly “team oriented” approach.
c. Enhances professional growth and development through in-service meetings
and education programs.
d. Maintains patient confidentiality.
e. Performs related work as required
7.
Team Leader Back-Up. Acts as a back up for other Team Leaders. Checks some work of other Team Leaders to
ensure complete accuracy. Helps other Team Leaders diffuse difficult situations.
8.
Personnel Supervision. Supervises employees. Checks the work of subordinates to ensure accuracy. Attends
interviews and offers opinion of applicants. Trains new hires. Assists in conducting performance appraisals.
Approves time off for employees.
9.
Difficult Situations. Diffuses all but the most serious of situations. Refers those situations to clinic manager or
appropriate personnel and keeps them abreast of all situations.
REQUIREMENTS:
Education: High School diploma or GED
Experience: 42 months experience: minimum of 30 months in a clinical environment and 12 months experience in a
customer service role.
Knowledge/ Skills/ Abilities/ and Other Characteristics:
Certifications/ Licenses:
Equivalent/ Substitution: Will accept an equivalent combination of training and experience.
Preferred:
Job Code: 3507
EEO Category: 4E
Reviewed: RGC 07.01.04