Patient Service Representative

About the Role

This position is responsible for creating an outstanding first and final impression of the clinic for patients, visitors, customers, and staff. Performs various clerical duties to ensure accurate and timely patient care, including answering telephones, registering patients, appointment scheduling, insurance verification, chart preparation, and mail/message distribution. Ensures that waiting areas appear neat and orderly throughout the day. This position does not provide direct patient care.

Responsibilities

• Communication
  • Greet and assist patients, visitors, employees, and other customers promptly, directing them appropriately.
  • Communicate to patients about delays and waiting times.
  • Answer telephone and take messages following scheduling guidelines, triage protocol, and appropriate task routing.
  • Aid patients with transportation needs, directions, locating wheelchairs, etc.
• Registration
  • Register patients; obtain and update demographic and insurance information.
  • Verify insurance coverage, ensuring information is complete and accurate, applying knowledge of government and third-party payer requirements.
  • Appropriately collect co-pays.
  • Review accounts and assist with collection on prior balances if applicable.
  • Scan insurance information and cards.
  • Update and scan family member release forms, minor consent, and ensure general consent is signed annually.
  • Prepare documents for patient appointments.
  • Identify, report, and resolve registration problems to appropriate individuals and departments.
• Scheduling
  • Schedule patient appointments.
  • Coordinate cancellations, reschedules, and additions to schedules with the appropriate provider.
  • Ensure clinician’s time is utilized efficiently, and patient needs are satisfied.
  • Provide accurate, detailed information regarding visits, arrival times, and other directional information needed by patients.
  • Ensure all scheduling data is complete and accurate.
• Clerical/Chart Management
  • Receive and distribute mail, sorting out time-sensitive and priority documents.
  • Prepare and/or mail correspondence and other materials as requested.
  • Perform administrative and clerical duties, such as copying, when necessary.
• Insurance
  • Ensure eligibility of patients through insurance verification.
• Other
  • Develop and maintain competency on clinic computer systems.
  • Open and close the clinic each day; engage/disengage the alarm system as necessary.
  • Attend all required meetings and in-service education.
  • Maintain personal workspace and reception area in a neat and orderly condition.
  • Other duties as assigned.

Requirements

• High School graduate or equivalent.
• Exceptional customer service skills.
• Proficient in speaking, reading, and writing English to ensure safe and effective communication in a healthcare environment.
• Experience in keyboarding/data entry with an emphasis on speed and accuracy.
• Ability to relate to clients of all ages in a professional, courteous manner.
• Ability to work in a fast-paced environment with strong attention to detail and accuracy.
• Exceptional multitasking abilities.
• Excellent team player who works cooperatively and respectfully with coworkers.
• Prior administrative or front desk experience, preferably in a healthcare setting.
• Knowledge of medical terminology.

Pay

The hourly wage range for this position is $18.74—$26.45. This range reflects the base salary and may vary based on experience, education, and internal equity considerations.

Schedule

• 60–80 hours per two-week pay period.
• Monday–Friday.
• Shifts and FTE to be determined, with anticipated start times between 7:30 a.m. and 8:30 a.m. and end times between 4:00 p.m. and 5:00 p.m.
• This position will support both front desk and call center responsibilities.
• No weekend or holiday requirements.

Benefits

• Shift differential pay in addition to base wage.
• Paid time off accrued starting with the first paycheck.
• Medical, dental, and vision coverage (discount plan).
• Flexible spending accounts.
• Life, AD&D, and disability insurance.
• Pension plan (PERA) with 7.5% employer match.
• Optional 457(b) retirement plans.
• Tuition reimbursement.
• Loan forgiveness eligibility (PSLF + MN state programs for qualifying roles).
• Employer-provided certifications and continuing education.
• Additional perks: free on-site parking, qualified bilingual staff program, employee assistance program, and discounts on cafeteria, scrubs, and OTC pharmacy items.

About Us

Northfield Hospital + Clinics is a trusted, independent healthcare system with more than 800 employees. We’re recognized for our collaborative work environment and strong commitment to high-quality patient care and community impact. We’re proud to be named to Becker’s 2025 list of "100 Great Community Hospitals." Our services span the full spectrum of hospital and clinical care, with our main hospital located in Northfield, MN, and primary and specialty clinics in Northfield, Lakeville, Farmington, Faribault, and Kenyon—along with Urgent Care locations in Northfield, Lakeville, and Farmington. We offer care across 48 specialties and serve patients at 22 locations throughout the south metro and southern Minnesota. Whether you're just starting your career or bringing years of experience, you'll find meaningful opportunities, supportive teams, and a chance to make a real difference here.