Patient Services Representative

  • Full Time
  • Madison

Website Vivent Health

Job Details


Get ready for something extraordinary!  Picture this – You’ve got 6 weeks of paid time off in your first year, plus 12 days of paid holidays.  That’s just the beginning of the perks at Vivent Health. There is 401k with 100% employer match up to 5%, 12 weeks of fully paid parental leave, employer subsidized medical, dental, vision benefits, and gender-affirming care benefits. And that’s not even scratching the surface. Our complete package also includes employer paid short and long-term disability, tuition reimbursement, certification and licensure assistance, and so much more. We also offer benefits for part-time roles!

But here’s the real deal. Your journey with Vivent Health isn’t just a job. It’s a chance to join an organization, to be a part of something bigger, and make meaningful impact in our communities and the lives of the amazing patients we serve.

Here are a few highlights of what working at Vivent Health may offer you:

  • Professional Growth:  Opportunities for professional development and advancement.
  • Collaboration on an inter-disciplinary team:  Within our integrated HIV care and prevention model, we employ a high level of collaboration across disciplines. That means that, in your role, you will have the opportunity to be exposed to whole person-care across medical, behavioral health, pharmaceutical, research, and more!
  • Delivery of quality patient care: Our integrated HIV care and prevention model is proven to help patients achieve positive health outcomes.

Working at Vivent Health, you can truly serve the underserved and become an impactful part of their health journey.


Position Purpose

The Patient Services Representative/Medical Records Assistant (PSR/MRA) reports to the Patient Services Supervisor.  In addition to performing a variety of important tasks related to the accurate and appropriate registration and scheduling of patients, the PSR/MRA is often the first point of contact between the patient and the organization, and thus is responsible for creating a positive and helpful impression. The Patient Service Representative/Medical Records Assistant position is considered a crucial link between the patient and the care delivered by clinical and service staff of Vivent Health Services Departments. Patient services are the key priority in this position requiring the Patient Service Representative to serve as a point of contact with other internal and external departments, all with the goal of fostering an environment which promotes patient comfort and trust. The position must exemplify the core values and mission of the organization, always exercising utmost discretion, diplomacy and tact in patient/staff interactions.

Essential duties include providing excellent customer/patient services via phone and in person; referring callers to the appropriate departments; making appointments for patients according to clinic protocols, registration and ensuring accurate and up to date insurance information is collected.


Essential Functions

  • Communicate clearly and effectively with the public served by the organization, including employees, patients, clients, volunteers, visitors and vendors.
  • Treat all patients and clients with respect and sensitivity.
  • Explain department procedures to new patients.
  • Answer, screen and forward any incoming phone calls while providing basic information when needed.
  • Register and update information on patients in electronic health record.
  • Schedule patient appointments for health services departments.
  • Verify patient insurances and collect co-pays.
  • Complete patient reminder phone calls prior to scheduled appointments to ensure patient attendance and preparation for appointments.
  • Assist in planning, managing and coordinating patient flow in clinic areas, and day-to-day operations of the clinic to ensure high quality service provision.
  • Participate in special projects and reporting.
  • Maintain a clean, orderly and professional waiting room, reception area, and other Health Services areas.
  • Assist Health Services staff in the areas of distributing information, faxing, copying and word processing.
  • Prepare and maintain Health Services patient/client records in compliance with government regulations and in accordance with Vivent Health provider standards to ensure efficient services.
  • Comply with the Vivent Health Care Corporate Compliance Standards of Conduct and related policies and procedures.
  • Request medical records from providers and print medical forms when needed.
  • Review internet appointment requests and schedule patients.
  • Review MyChart appointments and follow up with patients.
  • Review all incoming faxes and scan documents into patient charts.



  • High school diploma or equivalent.
  • Minimum of 3 years professional administrative experience.
  • Six months of health care receptionist experience.
  • Ability to work well under pressure with minimal supervision.
  • Ability to handle multiple tasks simultaneously in a busy clinic environment.
  • Epic experience strongly preferred.
  • Must have a valid driver’s license.
  • Willingness to travel within the designated territory.
  • Professional appearance and demeanor.
  • Ability to work with a diverse patient population.
  • Proficient computer skills and a working knowledge of Microsoft Office and Windows
  • Knowledge of and sensitivity to the HIV/AIDS patient population, and/or an eagerness to learn about this community.
  • Demonstrate exemplary customer service and interpersonal communication skills; must have the ability to work with diverse people groups.
  • Understands the importance of maintaining confidentiality; able to maintain confidentiality under HIPAA standards.
  • Must be highly flexible; able to accommodate changing needs of the department.
  • Well-developed verbal and written communication skills.
  • Knowledge of and sensitivity to HIV/AIDS disease and ability to interact with diverse populations.
  • Working knowledge of Spanish language (bilingual) is a plus.


Pay Rate

Starting at $21.00/hour (Depending on Experience)


Public Student Loan Forgiveness

Employment at our organization may qualify you for federal student loan forgiveness programs. We do not directly pay for – nor forgive – federal student loans; however, our status as a not-for-profit organization under Section 501 (c) (3), makes us an eligible employer. There may be other determining factors for one to qualify.

Please follow this URL to review one such program and their requirements:

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