Scheduler

Responsibilities

• Answers all incoming calls; assesses callers’ needs and directs to appropriate personnel.
• Pages clinic personnel as appropriate.
• Obtains and communicates messages accurately and promptly.
• Schedules new patients, referrals, and returning patients in the computer system in accordance with physician and office guidelines.
• For new or referred patients, sets up records with appropriate documentation and coding.
• Cancels/reschedules appointments according to physician schedule changes and notifies appropriate personnel.
• Obtains and enters all insurance authorizations and correspondence relating to referrals in patient charts and/or electronic medical records (EMR).
• Collects co-pays, deductibles, and other out-of-pocket amounts at time of visit.
• Maintains primary office scheduling template containing physician meetings, satellite schedules, rounding, and call coverage.
• Arranges for patients to have financial counseling as needed.
• Demonstrates an understanding of patient confidentiality to protect the patient and practice.
• Fulfills other front office functions as requested.
• Prepares correspondence, memos, forms, and other documents as requested by supervisor.
• May schedule outpatient appointments, tests, surgeries, and hospital admissions upon request.
• May obtain necessary pre-certifications as required.
• May communicate with patients about scheduled procedures or tests, including preparation requirements, and gather necessary information.
• May be responsible for follow-up on pre-operative tests to ensure clearance for surgical procedures and communicate with physicians and patients if additional testing is required.
• May schedule post-operative follow-up appointments with physicians.
• Where applicable, demonstrates a basic understanding of medical terminology for tests and procedures, including coding and ability to look up codes specific to diagnosis, surgery, and scheduling.

Qualifications

• High school diploma or equivalent required.
• Entry-level position requiring 0–3 years of experience, preferably in a medical office setting.
• Knowledge of medical terminology and coding a plus.
• Must have excellent written and verbal communication skills.
• Proficiency in Microsoft Office (Outlook, Word, Excel) required.

Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work may require sitting for long periods, as well as stooping, bending, and stretching for files and supplies.
• Occasionally lifting files or paper weighing up to 30 pounds.
• Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier, and other office equipment.
• Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts.
• It is necessary to view and type on computer screens for prolonged periods.

Competencies

• Uses Technical and Functional Experience: Possesses up-to-date knowledge of the profession and industry; learns quickly in technical/functional areas; accesses and uses expert resources when appropriate.
• Demonstrates Adaptability: Handles day-to-day work challenges confidently; adjusts to multiple demands, shifting priorities, ambiguity, and rapid change; shows resilience in the face of constraints or adversity; demonstrates flexibility.
• Uses Sound Judgment: Makes timely, cost-effective, and sound decisions; makes decisions under conditions of uncertainty.
• Shows Work Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them.
• Commits to Quality: Emphasizes the need to deliver quality products and services; defines standards for quality and evaluates products, processes, and services against those standards; manages quality and improves efficiencies.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work is performed in an office environment and involves contact with patients and the public.