Customer Service Representative Job

New Patient Coordination & Scheduling

• Respond quickly and warmly to incoming patient calls, referrals, inquiries, and questions
• Collect new-patient intake information and accurately enter required details
• Track patient referrals and coordinate evaluations with the clinical team
• Convert patient inquiries and referrals into scheduled evaluations
• Manage patient scheduling, appointment reminders, cancellations, and schedule changes
• Help maintain a strong, organized schedule that supports patient follow-through and completion of care

Insurance & Financial Coordination

• Verify patient insurance information and benefits
• Track covered and non-covered visits
• Aid patients in understanding applicable coverage, copays, and payment responsibilities
• Collect copayments and patient payments professionally
• Send required paperwork to insurance carriers for coordination of benefits
• Help maintain accurate insurance and financial information within patient records

Case Management & Data Accuracy

• Enter and update patient information accurately within Prompt EHR
• Track referrals and required patient documentation
• Maintain strict patient confidentiality in accordance with HIPAA requirements
• Communicate important updates with the clinical team
• Help ensure information is accurate and available when needed

Front Office Operations

• Welcome and check in patients while creating a warm, calm, and professional front-office experience
• Answer incoming phone calls with clarity, patience, and professionalism
• Monitor the daily schedule and communicate closely with the clinical team
• Cook up appointments, evaluations, and patient needs throughout the day
• Follow up with patients regarding scheduling, reminders, and cancellations
• Help reduce missed appointments and support patient compliance
• Complete additional front-desk and administrative responsibilities as needed

Qualifications

• At least 1 year front desk, Patient Care Coordinator, administrative, or customer service in a healthcare setting
• Communicate with clarity, kindness, confidence, and professionalism, especially over the phone
• Comfortable using computers and learning new systems
• Experience with scheduling software or electronic medical records; Prompt EHR experience is a plus
• Familiarity with insurance verification, patient scheduling, and collecting copayments
• Ability to manage multiple priorities without losing your calm or attention to detail
• Dependable, self-motivated, and committed to following through
• Enjoy solving problems and helping systems run smoothly
• Work well independently while also contributing to a close-knit clinical team
• Bring a positive, empathetic attitude to patients who may be experiencing pain, frustration, or uncertainty
• Want a role that feels like part mission, part teamwork, and part logistics