Patient Service Representative

Overview

The Patient Service Representative serves as the primary point of contact for patients upon arrival at the dermatology or plastics clinic. Responsibilities include patient registration, preparation of electronic practice management and health records, collection of co-pays, outstanding balances and cosmetic payments, appointment scheduling and accurate financial reporting to the Forefront Billing Department.

Responsibilities

• Open and close the clinic daily, including cash box counting, documentation, and reconciliation of daily payment totals.
• Greet and check in patients; verify and update demographic, insurance, and consent information in the electronic health record and scheduling system.
• Collect co-pays, account balances, cosmetic payments, and process retail sales transactions; provide receipts and maintain accurate daily cash log documentation.
• Manage waiting room environment and communicate delays to patients as needed.
• Monitor the daily schedule for additions, cancellations, and no-shows; schedule appointments per company procedure.
• Complete patient outreach as needed to fill schedules and manage recalls.
• Handle handoffs and escalations from billing and central call center when needed
• Scan and manage documents in the electronic health record, including referrals, lab results, prior authorizations, and medical record releases.
• Prepare next-day appointments by printing fee tickets, reviewing charts for required forms, referrals, and eligibility. Complete outreach to collect information for payor verification when needed.
• Sell and track cosmetic products and other retail items following standard operating procedures, including payment recording and collection, and inventory management.
• Answer incoming calls promptly, screen inquiries, take messages, and route appropriately.
• Coordinate referrals and requests for patient appointments following company protocols, procedures, and clinician schedule templates to ensure maximum accuracy and productivity.
• Sort and distribute US mail and courier contents per company policy.
• Adhere to compliance requirements and complete mandatory training and meetings.
• Perform other duties as assigned.

Qualifications

Required Competencies and Skills

• Up to one year of medical office or front desk experience preferred; dermatology and/or plastics experience preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable navigating electronic health record and scheduling systems.
• Strong organizational, communication, and customer service skills with the ability to multi-task in a fast-paced clinical environment.
• Ability to work collaboratively with clinicians, staff, patients, and the public while maintaining a professional and positive demeanor.
• Demonstrated ability to handle sensitive information with discretion and maintain patient confidentiality in accordance with HIPAA.

Required Education:

High School Diploma or GED

Forefront Dermatology is committed to providing equal employment opportunity and maintaining a workplace for employees and applicants that is free from discrimination based upon age, race, religion, color, disability, marital status, sex (including pregnancy), national origin, ancestry, ethnicity, sexual orientation, gender identity or expression, genetic information, veteran or military status, or any other status protected by applicable federal, state, or local law. If, because of a medical condition or disability, you need a reasonable accommodation for any part of the application process, please contact hr@forefrontderm.com to let us know the nature of your request and your contact information.

Required Competencies and Skills

• Up to one year of medical office or front desk experience preferred; dermatology and/or plastics experience preferred.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and comfortable navigating electronic health record and scheduling systems.
• Strong organizational, communication, and customer service skills with the ability to multi-task in a fast-paced clinical environment.
• Ability to work collaboratively with clinicians, staff, patients, and the public while maintaining a professional and positive demeanor.
• Demonstrated ability to handle sensitive information with discretion and maintain patient confidentiality in accordance with HIPAA.

Required Education:

High School Diploma or GED

• Open and close the clinic daily, including cash box counting, documentation, and reconciliation of daily payment totals.
• Greet and check in patients; verify and update demographic, insurance, and consent information in the electronic health record and scheduling system.
• Collect co-pays, account balances, cosmetic payments, and process retail sales transactions; provide receipts and maintain accurate daily cash log documentation.
• Manage waiting room environment and communicate delays to patients as needed.
• Monitor the daily schedule for additions, cancellations, and no-shows; schedule appointments per company procedure.
• Complete patient outreach as needed to fill schedules and manage recalls.
• Handle handoffs and escalations from billing and central call center when needed
• Scan and manage documents in the electronic health record, including referrals, lab results, prior authorizations, and medical record releases.
• Prepare next-day appointments by printing fee tickets, reviewing charts for required forms, referrals, and eligibility. Complete outreach to collect information for payor verification when needed.
• Sell and track cosmetic products and other retail items following standard operating procedures, including payment recording and collection, and inventory management.
• Answer incoming calls promptly, screen inquiries, take messages, and route appropriately.
• Coordinate referrals and requests for patient appointments following company protocols, procedures, and clinician schedule templates to ensure maximum accuracy and productivity.
• Sort and distribute US mail and courier contents per company policy.
• Adhere to compliance requirements and complete mandatory training and meetings.
• Perform other duties as assigned.