Patient Service Coordinator

Description

Position Summary

The Patient Services Coordinator is responsible for all administrative functions related to front desk coordination;

insurance coordination; and medical records. By performing all required job functions with an emphasis on service

excellence, the Patient Services Coordinator is responsible for ensuring that quality patient care is provided to meet the

needs of the patients, providers, and organization as a whole.

Duties and Responsibilities

• Front Desk Coordination

o Greets patients in waiting area and receives all requisite registration/visitation information and forms to

ensure proper care.

o Performs patient check-in procedures, including but not limited to collecting demographic and insurance

information for verification and updates; assuring proper completion of registration forms; and scanning of

insurance card(s)/photo IDs.

o Assists in managing center patient flow, including communicating with patients regarding appointments

and maintaining the cleanliness of the waiting area.

o Maintains the overall patient schedule; including follow-up scheduling, appointment confirmation, and

appointment cancellation in accordance with established NSPC guidelines.

o Answers all telephone calls routed through the center; ensuring that all are returned, transferred, and/or

closed properly.

o Checks all administrative messages (voicemails, emails, etc.) in a timely manner and completes system

tasks as assigned; including replying to email inquiries, distributing electronic faxes, and sending

information to referring providers.

o Serves as back-up for the clinical team by assisting with the expediting of patient visits, as required.

o Performs patient check-out procedures, including but not limited to scheduling provider noted follow-

up/procedural appointments; issuing appointment reminder cards; collecting co-pays and/or deductibles;

and recording payment notes.

• Insurance Coordination

o Obtains and verifies patient demographics, insurance information, and other pertinent details in new and

current patient charts to guarantee accurate claim payments; correctly updating the system with any

account changes.

o Contacts appropriate primary and secondary insurance carriers for patient eligibility and benefits details;

documenting deductible amount, co-pay information, and referral/preauthorization requirements in

accordance with NSPC policy.

o Obtains insurance carrier authorizations and provider referrals as required, ensuring the existence of

proper system documentation three days prior to each patient appointment (with the exception of add-

ons).

o Obtains Workers Compensation authorizations and approvals from applicable case managers/adjusters.

National Spine & Pain Centers – Patient Service Coordinator

Rev November 2020o Completes electronic insurance verifications and appropriately notifies each patient of eligibility status.

o Monitors appointment add-ons to complete insurance verifications by updating and reviewing assigned

schedules/physicians/offices.

o Completes duties related to prescription requests, including obtaining pharmacy refill information from

prescription line; preparing request forms accordingly; delivering request forms to the appropriate

provider; calling in permitted prescriptions to noted pharmacies, when approved by the physician; and

contacting patients when medications are available for pick up.

• Medical Records Coordination

o Properly prepares charts in advance of scheduled appointments; tracking referrals and authorizations as

required under insurance policy.

o Prints any necessary patient forms and schedules for the next day’s appointments.

o Coordinates and transmits all report/record requests to referring physician offices and/or other parties

(attorney, insurance company, disability, etc.), as requested by each provider.

o Prints and copies necessary paperwork from patient charts in accordance with medical record requests;

adhering to all HIPAA and NSPC compliance procedures.

o Retrieves, files, and maintains all patient charts in accordance with all HIPAA and NSPC compliance

procedures.

o Maintains the cleanliness and organization of all filing and patient chart storage areas.

• Additional Functions

o Assists with training and monitoring administrative staff on appropriate customer service to ensure that all

contact with patients, providers and staff is of the highest quality.

o Assists with creating and managing employee task assignments, while ensuring accurac