Central Scheduling Representative

About the role

Works within a team environment scheduling outpatient exams for various hospital services and hospitals. Reports directly to the Central Scheduling Supervisor.

Responsibilities

• Answers phones promptly in a professional and courteous manner.
• Utilizes telephone applications including call forwarding and conference calls; may function as a switchboard operator.
• Schedules simple and complex patient appointments for departments including CT, US, MRI, X-RAY, PET/CT, MAMMO, DEXA, ECHO, NUCLEAR STRESS TEST, STRESS ECHO, HEART CATH, and EP STUDY.
• Performs order entry of exams and schedules them in a timely manner.
• Communicates courteously and effectively with patients, offices, departments, doctors, and nurses.
• Demonstrates understanding of medical terminology.
• Locates patients in various systems including Soarian, Qmed, and eCw.
• Knowledgeable of all insurances, including primary and secondary coverage.
• Allocates insurances and checks for eligibility using insurance verification tools.
• Ensures authorizations are obtained or documents “No Authorization Required” with expiration dates or reference numbers.
• Applies ICD-10 codes to ensure maximum reimbursement and communicates with providers when codes are not approved.
• Applies Procedure Codes (CPT Codes) appropriately.
• Knowledgeable of different types of procedures scheduled and which require labs; understands required lab types.
• Accurately schedules exams to optimize technologist time and considers patient height and weight for specific exams.
• Knowledgeable of all patient preparation requirements for exams and communicates these at scheduling.
• Prioritizes and sequences exams appropriately.
• Conferences with other departments to resolve scheduling conflicts.
• Demonstrates ability to be cross trained within the department as required.
• Performs basic computer skills and works within the Medical Center’s systems including Soarian, Qmed, and eCw.
• Maintains computer security.
• Has general knowledge of hospital departments and their interactions.
• Interacts with physicians and offices in a positive and courteous manner.
• Establishes and maintains collaborative working relationships with other health team members.
• Performs other duties as requested by supervisor/manager that contribute to smooth department operations.
• Demonstrates reliability in performing work assignments conscientiously, completely, and accurately.
• Applies quality improvement principles in daily work and participates in QI monitoring and reporting.
• Demonstrates flexibility in work schedule to meet department needs.
• Performs multiple tasks as required; manages time effectively with good organizational and prioritization skills.
• Functions with awareness of risk management and safety issues; reports concerns appropriately.
• Maintains understanding of Arnot Health’s emergency codes.
• Is accountable for own actions; maintains professional behavior, appearance, and wears Arnot Health ID badge.
• Respects patient confidentiality and addresses customers pleasantly and respectfully.
• Attends staff meetings and all annual mandatory educational programs as required.
• Understands and demonstrates the importance of satisfying customer/patient needs with initiative and attentiveness.

Education

• High school graduate or equivalent.
• Hospital experience preferred.
• Knowledge of medical terminology and ICD-10 coding required.

Requirements

• Good organizational, communication, and customer relations skills.
• Telephone courtesy and service-oriented experience preferred.

Physical Requirements

• Light physical effort typical of an office job.
• No exposure to blood, body fluids, or tissues (Category III).