Adult Ancillary Scheduler

About the Role

The Ancillary Services Scheduler I performs Patient Access functions with minimal supervision, serving as an advocate and educator for patients while supporting a multidisciplinary care team. This role coordinates and schedules diagnostic tests and procedures, ensuring the correct location and resources are arranged. They obtain and document pre-certification and authorization requirements, accurately enter information into scheduling or registration systems, and verify insurance details to support a smooth patient experience.

These positions are available in levels 1, 2, or 3 depending on experience, education, and licenses/certifications.

Essential Responsibilities

• Answers telephone promptly and professionally.
• Coordinates patient care throughout the continuum of care through collaboration with the multidisciplinary team.
• Serves as a resource for care management.
• Ensures tests and procedures are scheduled in the correct location with appropriate resources.
• Selects accurate insurance carrier plans; notifies the patients or physician office staff of out-of-network carriers or potential benefit reductions.
• Communicates testing requirements to patients or physician offices based on scheduling module instructions.
• Duplicates any edits made in the scheduling module within the admissions module.
• Monitors scheduling reports for the upcoming day to maintain readiness during potential Epic downtime.
• Works closely with the physician office staff to ensure that pre-cert/authorization numbers are entered into the scheduling or registration system.
• Consistently selects the correct patient medical record number.
• Maintains open communication with registration staff for unscheduled patients presenting for services to ensure appropriate testing is performed and times are available.
• Uses appropriate tools to communicate with Patient Access and other facility departments as needed.
• Receives, maintains, and indexes physician orders per facility standards and guidelines.
• Collaborates with internal and external interdisciplinary teams to ensure excellent customer service.
• Attends in-service education and completes all required training annually.

Minimum Qualifications (Level 1)

• Education: High School Diploma or GED required.
• Experience: 1 or more years of customer service experience required. Radiology or physician office scheduling experience preferred.
• License/Certification: None required.

Minimum Qualifications (Level 2)

• Education: High School Diploma or GED required.
• Experience: 3 or more years of scheduling in healthcare setting or patient access experience required.
• License/Certification: Certified Revenue Cycle Representative (CRCR) issued by the Healthcare Financial Management Association (HFMA) or Certified Healthcare Financial Professional (CHFP) issued by HFMA required within 180 days of hire.

Minimum Qualifications (Level 3)

• Education: Associate's Degree required.
• Experience: 5 or more years of scheduling experience required.
• License/Certification: Certified Revenue Cycle Representative (CRCR) issued by the Healthcare Financial Management Association (HFMA), or Certified Healthcare Financial Professional (CHFP) issued by HFMA required within 180 days of hire.

Knowledge, Skills, and Abilities

• Communicates clearly and concisely, verbally and in writing.
• Establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations.
• Works effectively with employees, patients, and external partners.
• Demonstrates proficiency in required PC applications.
• Understands and adheres to organizational policies, procedures, and systems.
• Performs accurate mathematical calculations, reconciles figures, and demonstrates correct grammar, spelling, and transcription.

General Responsibilities

• Performs other duties as assigned.