Associate Patient Service Specialist - Pediatric Primary Care Clinic

About this role

Discover Vanderbilt Health : With eight hospitals and over 180 clinics, we are the region’s largest comprehensive academic health system. Vanderbilt Health has a long tradition of providing world-class care to the people of the Mid-South, living out our mission of moving medicine forward through preeminent programs in patient care, education and research. Here you’ll find a spirit of collaboration and a supportive community where your expertise is valued, your knowledge expanded and your uniqueness celebrated. We are committed to fostering an environment where talented, compassionate people are united in bringing the most advanced care to our neighbors throughout the region.

Organization: CHOC GP3OHO Administrative Job Summary: Provides service to patients before, during or post appointment with regular guidance. Facilitates efficient workflow, supports appropriate use of technology, and engages in effective communication. .

Position Hours Monday - Friday Days

Department Summary Monroe Carell Pediatric Primary Care is dedicated to delivering high-quality, family-centered care close to home through a network of pediatric clinics, community partnerships, and strong connections to Vanderbilt Health. Built on the principles of the medical home model, the program fosters long-term relationships between providers and families while emphasizing exceptional service, compassionate care, and personalized patient experiences. Families benefit from convenient access to same-day appointments, telehealth services, and seamless coordination with nationally recognized pediatric specialists at Monroe Carell when advanced medical or surgical care is needed. The program also prioritizes accessibility through comprehensive interpreter services and advanced digital tools, including the My Health at Vanderbilt patient portal, which provides secure access to scheduling, medical records, prescription refills, bill payment, provider communication, and symptom-checking resources. Pediatric Primary Care offers a comprehensive range of services, including routine wellness exams, school and sports physicals, asthma, allergy and eczema management, chronic disease management, developmental and behavioral screenings, obesity screenings, and referrals to specialty and developmental care services, ensuring children receive coordinated, comprehensive care at every stage of growth and development.

KEY RESPONSIBILITIES • Conducts patient check-in and check-out. • Manages and maintains reception area and welcome tablets; Impacts patient’s MHAV engagement. • Schedules appointments through clinical communication or direct request and effectively communicates to patients. • Provides excellent customer service and recovers service through de-escalation with guidance. • Obtains and loads insurance coverage, performs verification, and resolves various RTE errors to ensure appropriate billing; Utilizes payor verification websites. • Generates accurate registration efficiently and collects payments due at time of service to meet collection metrics. • Ensures compliance of all HIPAA, consent, and billing forms to patients while ensuring HIPAA, consent and billing forms meet established benchmarks. • Interprets patient situations involving minors/ incapacitated adults to ensure patient is protected and represented within VUMC policies and legal guidelines.  • The responsibilities listed are a general overview of the position and additional duties may be assigned.

TECHNICAL CAPABILITIES • CUSTOMER SERVICE (Novice): A continuing focus on the needs and requirements of customers, anticipating their needs, remaining sensitive to customers while performing services for them, responsive to customer needs. • PATIENT SCHEDULING (Fundamental Awareness): The ability to coordinate and schedule patient appointments, procedures, and other office visits with various computer systems in the hospital or clinic. Knowledge of VAS and EPIC decision trees. • PATIENT DOCUMENTATION (Fundamental Awareness): The ability to receive and record patient information compliant with legal guidelines. • MEDICAL TERMINOLOGY & DOCUMENTATION (Fundamental Awareness): The ability to comprehend medical terminology and documentation in an office or surgical setting.

Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more.

At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose.

Core Accountabilities:

* Organizational Impact: Performs clearly defines tasks and methods described in detail to achieve standardized solutions that impact own performance with regular guidance. * Problem Solving/ Complexity of work: Follows a well established process to solve routine problems where solutions are clearly prescribed. * Breadth of Knowledge: Has basic job knowledge of systems and procedures that are common to own job. * Team Interaction: Individually contributes to the team. Core Capabilities :

Delivering Excellent Services : Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality : Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards. Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and be

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