Medical Office Specialist-Scheduling (U) (4962)

About the role

This position plays a major role in clinic schedules and their quality assurance, as well as assisting with updates to patient’s appointments related to clinic schedule changes. The role is responsible for maintaining task lists associated with rescheduling patients, patient reminder appointments, bumped patients, and appointment barriers forwarded by the phone unit. This position is on-site only.

Responsibilities

• Create and update all electronic schedules and templates (50% of time).
• Conduct quality assurance of provider and clinic schedules not yet published electronically for appointment scheduling.
• Initiate calls to patients to reschedule appointments.
• Answer incoming provider call-offs, patient calls, and follow schedule protocols.
• Work closely with the call center and scheduling team to address any schedule changes.
• Schedule patients in the Kids Health Harbor clinic, a foster care clinic (50% of time).
• Coordinate with various agencies and caseworkers to obtain appropriate consents for treatment and ensure consents are available prior to the first appointment.
• Cancel clinic, bump, and reschedule patients when changes to schedules occur.
• Serve as liaison with other units and departments regarding provider scheduling.
• Review schedules for quality assurance on a regular basis to avoid scheduling conflicts.
• Assist with the reschedule, bump process, and reminder appointments.
• Assist with setting up provider templates and the management of templates.
• Provide backup to other clinic business office functions as necessary.

Requirements

Credentials to be verified by placement officer: Any one or any combination totaling two (2) years (24 months) from the categories below:

• College education with coursework in a medical or para-medical field such as nursing assistant, medical assistant, or medical secretary and/or business fields such as business, finance, computer science, public administration, or social science, as measured by the following conversion table or its proportional equivalent:
  • 30 semester hours equals one (1) year (12 months).
  • Associate’s Degree (60 semester hours) equals eighteen months (18 months).
  • 90 semester hours equals two (2) years (24 months).
• Work experience comparable to that performed at the Medical Office Associate level or in other positions of comparable responsibility.

Skills & Abilities

• Knowledge of medical terminology, medical records, and operating procedures.
• Knowledge of medical laboratory and x-ray, billing, and admissions procedures.
• Knowledge of computer systems, clinic forms, and automated admissions and/or billing systems.
• Skill in maintaining detailed records and communicating effectively with patients and families from diverse economic and cultural backgrounds.
• Strong oral and written communication skills, organization skills (including time management and workflow), and ability to adapt under pressure amid interruptions.
• Skill in explaining rules, policies, and their interpretations.
• Ability to use a medical dictionary and perform data entry with great attention to detail.
• Ability to supervise, train, lead, and direct the work of others.
• Ability to perform basic arithmetic, including addition, subtraction, percentages, and cash transactions.
• Ability to establish and maintain working relationships with medical staff and maintain patient data confidentiality.
• Ability to use independent judgment, resolve problems quickly, identify work priorities, and complete daily tasks.
• Ability to maintain cooperative working relationships with clerical and professional staff.

Conditions of Employment

Pursuant to the State Universities Civil Service System, an out-of-state resident hired into this position must establish Illinois residency within 180 calendar days of their start date.