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Patient Services Associate

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Job ID: 208764
Category: Customer Service/Patient Access
Work Type: FT
Location: Bala Cynwyd, PA, United States
Work Schedule: Per Departmental Needs

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Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Entity: Clinical Care Associates - Penn Primary Care (PPC) and Penn Specialty Practices (PSP) of Penn Medicine Medical Group (PMMG) 

Department: CCA Float Pool (Travel Required)

Location: Penn Medicine – 150 Monument Road

Hours: Per Departmental Needs 


  • This position travels to locations within Penn Medicine where assignments will be given at our various practice locations throughout the health system. The float pool presents a unique opportunity for individuals to leverage their commitment to patient facing customer service while having the ability to work within various practices to build your skills and talents.

  • Successful candidates must be flexible regarding work locations: While the majority of our practices are within University City/Center City Philadelphia, we also have a large presence throughout the region, i.e. (i.e. Delaware County, Chester County, Montgomery County, Southern New Jersey, Bucks County, etc.) 


  • The Patient Services Associate (PSA) assists the practice/department in maintaining a patient/customer focus, supports the delivery of high quality care, shares a passion for patient and customer-centered care, and assists in meeting or exceeding patient satisfaction and financial/operational targets. 
  • The PSA is responsible for the arrival and/or departure activities of patients in the practice, managing and handling patient calls and inquiries, coordinating patient appointments, updating patient insurance/billing information, and performing point of service activities. 
  • The PSA may function in a physician practice or a call center environment. Rotation between PSA functions and/or departments may be required. Accountabilities.


Patient Service: 

  • Strives to understand and anticipate patient needs, manages service recovery efforts when needed, enlisting management assistance as appropriate, identifies opportunities to improve the patient experience. 
  • As per practice/department protocols and/or measurements: answer phones in a timely manner, manage/handle patient requests and route appropriately, retrieve voicemails in a timely manner, take accurate and thorough messages and route appropriately through EMR. 
  • Schedule patient appointments (on phone or in person) by determining reason for visit, following established schedules and protocols, using appropriate billing area/appointment location, communicating changes and confirming appointments, and, as needed, offering alternative and canceling/rescheduling appointments. 
  • Responsible for arriving/departing activities of patient at practice and performs point of service activities: collects copays and records accurately, obtains necessary signatures/forms, obtains insurance cards and referrals/authorizations, updates appointment status in EMR, and finalizes all check-out procedures. 
  • Communicates with patients regarding patient flow and wait times – keeps manager aware of potential issues as they arise. 
  • Issues referrals and obtains pre-authorizations for patients as required and as per protocol.


  • Maintains up to date knowledge of insurance requirements pertinent to patient service and billing procedures: including basic knowledge of all managed care plans and which insurers require a copayment or referral. 
  • Validates patient demographic/insurance information and/or registers new patients into EMR using established protocols  
  • Records receipts accurately to ensure end of day reconciliation; participates in cash reconciliation delineations.  
  • Resolves work queues and/or issues from front-end reports; proactively prioritizes recovery of missing charges. 
  • Orders supplies for the office and generates front-end process reports as requested.

Other / Regulatory:

  • Ensures compliance with all applicable federal, state, and local regulatory standards (ex TJC, DOH, FDA, HIPAA, HCFA, DPW, LCGME, SCGME, etc) 
  • Flexible and readily adopts new processes and engages in practice operation changes.

Access Center Responsibilities (if appropriate):

  • Coordinates clinical and administrative aspects of the new patient scheduling encounter. 
  • Perform within the expected outcome of the Automated Call Distribution (ACD) environment. 
  • Solves telephone issues and timely reports problems related to volume to manager. 
  • Follow established downtime procedures for registration 
  • As needed: assist with coverage of POS and Pre-Processing Areas, create/mail new patient packets, appointment ‘bumping’, wait list scheduling, resource scheduling, and team scheduling.
  • Performs duties in accordance with Penn Medicine and entity values, policies, and procedures • Other duties as assigned to support the unit, department, entity, and health system organization


    Education or Equivalent Experience:

    • H.S. Diploma/GED And 2+ years Medical office experience, or relevant customer service experience. Advanced degree (Associate's, Bachelor's, Master's) may be considered in lieu of experience (Required)
    • Associate's Degree (Preferred)
    • Must successfully complete/pass EPIC schedgistration training/tests (Required)

    We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

    Live Your Life's Work

    We are an Equal Opportunity and Affirmative Action employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.

       Current UPHS employees must apply HERE
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