Patient Services Specialist

Position Description

This position is responsible for ensuring the smooth operation of the clinic's patient flow and serving as the primary contact for patients. Responsible for scheduling appointments, preparing necessary paperwork before the patient visits, receiving patients, and maintaining records. In addition, this position is responsible for processing charges for clinic services, filing insurance claims, responding to requests for information from patients and insurance companies and maintaining related information for the department. Employees may have cash-handling responsibilities.

Department

OSI Jail Operations

Major/Essential Functions

• Referral Management & Tracking - Manages referrals from provider order through appointment completion, including timely scheduling with outside clinics and real-time, concise documentation of required data, while performing daily follow-up on all pending referrals to ensure accuracy and completion.
• Appointment Scheduling & Coordination - Responsible for scheduling all off-site and specialty appointments, coordinating with transport, confirming appointments weekly, and ensuring accurate, up-to-date scheduling without missed or duplicate entries, while communicating any changes or conflicts promptly.
• Telehealth Coordination - Responsible for offering telehealth when applicable, communication options with clinic offices, and accurately tracking whether services were offered, accepted, or declined.
• Communication with External Clinics - Serves as the primary contact for outside specialty clinics, maintaining professional communication, updating contact information, and ensuring timely completion of office manager contact collection.
• Documentation & Reporting - Maintains referral and scheduling spreadsheets in real time, ensuring documentation is concise, accurate, and limited to required data for reporting, audits, and operational review.
• Communication with Internal Team - Communicates with providers, nursing staff, and leadership regarding referral status, scheduling updates, and barriers to care, escalating concerns through the appropriate chain of command and providing timely updates on delay, cancellations, or other issues impacting patient care.
• Other Duties - Performs additional administrative duties as assigned, supports team operations, and contributes to workflow and process improvements to enhance overall clinic efficiency.

Required Qualifications

A High School diploma or GED. 1-year Customer Service, office, or related experience. Additional education may substitute for the experience requirement.

Preferred Qualifications

Experience with referrals and appointment coordination. Experience in correctional or clinical setting. Knowledge of EHR systems and tracking spreadsheets.

EEO Statement

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information or status as a protected veteran.

Jeanne Clery Act

The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal statute requiring colleges and universities participating in federal financial aid programs to maintain and disclose campus crime statistics and security information. By October 1 of each year, institutions must publish and distribute their Annual Campus Security Policy & Crime Statistics Report (ASR) to current and prospective students and employees. To view this report, visit the TTUHSC Clery Act website at https://www.ttuhsc.edu/compliance/clery-report.aspx.