Patient Care Specialist

Position Summary

The Patient Care Specialist is responsible for coordinating the flow of patient care within the medical office. This role serves as the first point of contact for patients—welcoming and orienting them at check-in, updating demographic information, verifying insurance, and collecting co-payments. The Specialist manages scheduling for follow-up visits, diagnostic tests, chemotherapy treatments, radiology and radiation procedures, and referrals to other providers or facilities. Additional responsibilities include answering phones, supporting physician schedules, and maintaining the electronic medical record (EMR). The Patient Care Specialist plays a key role in communication between providers, patients, and the broader care team.

Serving the Patient

• Greet patients and families warmly, ensuring a professional, compassionate experience.

• Verify insurance, collect co-pays, and schedule follow-up visits per provider notes.

• Manage chemotherapy scheduling, ensuring appropriate time, staffing, and chair availability for individualized treatment plans.

• Provide clear instructions regarding preparations, restrictions, and next steps.

Essential Functions & Responsibilities

• Prepare patient charts for consultations, ensuring collection of pathology, labs, operative reports, radiology reports, and prior treatment details.

• Accurately schedule procedures, diagnostic tests, and referrals according to provider orders.

• Enter all required information into the EMR, ensuring compliance with CMS guidelines for Clinical Decision Support (CDS).

• Communicate effectively with patients, families, providers, and team members via phone or in person.

• Maintain physician and nurse practitioner schedules, coordinating with other departments as needed.

• Support the insurance team by verifying coverage and ensuring payment accuracy.

• Serve as phone operator when needed, handling appointment changes, lab scheduling, and message routing.

• Apply working knowledge of medical terminology, radiology, and radiation oncology.

• Consistently uphold organizational standards for service, confidentiality, and professionalism.

Knowledge, Skills, and Abilities

• High school diploma or equivalent (GED); medical office or scheduling experience preferred.

• Knowledge of medical terminology and healthcare scheduling processes.

• Proficiency with EMR systems and Microsoft Office.

• Strong interpersonal and communication skills, with the ability to support patients and families with professionalism and empathy.

• Excellent organizational skills; ability to multitask and prioritize in a fast-paced environment.

• Critical thinking and problem-solving skills with attention to accuracy and detail.

• Commitment to safety, compliance, and patient confidentiality at all times.

Work Environment

This position is based in a busy clinic environment requiring frequent interaction with patients, families, staff, and physicians. The role involves sitting, standing, and walking throughout the clinic, as well as occasional lifting, bending, and assisting with patient movement. Candidates should be comfortable working under pressure, managing interruptions, and maintaining composure in high-traffic areas. Regular use of computers, phones, and medical equipment is required. Exposure to common clinical substances and conditions should be expected.

This job description is intended to outline key responsibilities and requirements. Duties and conditions may evolve as organizational needs change.