MAMMOGRAPHY SCHEDULER - FULL TIME

About the role

You will work directly with patients to ensure a positive experience by scheduling, rescheduling, and canceling mammography appointments. You will also schedule additional imaging studies following a screening mammogram, correctly enter providers’ orders in Epic and the mammography scheduling system, and handle appointments for physician referrals and patient portal requests. You will update Epic health maintenance for mammography as recommended by radiologists and provide warm, professional communication to callers, patients, visitors, and coworkers.

Responsibilities

• Maintain open communication with supervisory staff, clinical services, and providers as a liaison to ensure high patient satisfaction and customer service.
• Promote high morale by providing positive direction, researching errors and complaints, and reporting outcomes to supervisory staff.
• Function independently in the absence of a supervisor and make recommendations for process improvements.
• Attend meetings and training sessions to stay current with protocols and department needs.
• Follow HIPAA privacy policy guidelines.
• Handle incoming and outgoing calls to schedule or reschedule appointments, including phone calls, faxes, voicemail messages, and emails in a professional and timely manner.
• Verify and update patient demographic information, including address, phone number, and emergency contact details, while avoiding duplicate records.
• Obtain and verify patient insurance information using the current Insurance Grid to ensure the clinic is contracted with the patient’s carrier.
• Verify payment sources and ensure accurate case setup (e.g., liability, workers' compensation, agency grants, employer, or legal).
• Confirm HMO authorizations or referrals when applicable and follow the NOI grid for self-pay patients.
• Advise patients to bring co-payments if applicable.
• Demonstrate technical proficiency in Epic and the mammography scheduling system.
• Maintain confidentiality, professional appearance, and adherence to clinic policies.
• Work independently with good judgment, discretion, and decision-making skills.
• Maintain acceptable attendance and punctuality, including arriving on time for work and mandatory meetings.
• Adapt to new situations, changing responsibilities, and constructive feedback.
• Resolve conflicts and seek solutions in challenging situations.
• Expand job knowledge through on-the-job opportunities or available training.

Work Environment and Physical Demands

• Work in a team environment within a large, single room, either in a cubicle or office.
• Perform sedentary work involving sitting for the majority of the time.
• Multitask and adjust work pace to meet patient volume demands in a fast-paced environment.
• Occasionally exert up to 10 pounds of force to move objects, retrieve documentation, or handle objects.
• Use a computer keyboard and mouse, with continuous fine hand manipulation.
• Wear a headset and communicate clearly and discreetly via spoken word.
• Perceive sounds at normal speaking levels and have close visual acuity for computer work and reading.

Requirements

• High school graduate or GED equivalent (education and experience must be within the last five years).
• Must meet department standards for general abilities and typing tests, with accurate keyboard skills.
• Knowledge of Windows-based computer applications.
• Detail-oriented with the ability to access data from varied resources and programs.
• Professional manner and appearance.

Preferred Qualifications

• Understanding of medical, insurance, and legal terminology.
• 1+ years of customer service experience in a related field.
• 1+ years of experience in medical appointment scheduling.
• 1+ years of experience in insurance verification.
• 1+ years of experience in billing or payment processing.

No supervisory responsibility. Minimal travel may occasionally be required for meetings or training sessions.