Non Invasive Scheduling Coordinator-COR062

POSITION SUMMARY:

Performs diversified clerical and customer service duties in support of the activities of the New England Heart and Vascular Institute.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Under the direct supervision of the NEHVI Practice Manager and within established Catholic Medical Center, and departmental policies and procedures, the incumbent performs the following functions:

1. Schedules and coordinates office appointments for the Manchester office and satellite locations. Schedules appointments including but not limited to: consults, follow up, hospital follow up, pre op and any other specialty referrals requested by providers.

2. Schedules cardiology testing to include but not limited to: diagnostic imaging, pulmonary, cardiac stress testing, etc.

3. Checks patients out, schedules appointments and updates patient information as appropriate. Enters accurate patient information into appointment notes as required.

4. Manages Referral Tracking, requests referrals from referring providers, both internally and externally, required for patient visits and procedures. Receives and processes referrals both internally and externally, creating new referrals in the EMR for all external referrals.

5. Sends out new patient information packets via U.S. postal mail.

6. Notifies patients via U.S. postal mail when due for appointment when unable to reach by phone.

7. Retrieves voice mail messages and schedules appointments as appropriate.

8. Manages Recall List in EMR and contacts patients to schedule appointments in a timely manner, resolving appointment off the Recall List once appointment has been scheduled.

9. Manages the Order Tracking Board, releasing and completing the order when an appointment has been scheduled or the patient has been placed on the Recall List.

10. Handles multiple phone calls/messages including a STAT/private line for in-house cardiologist.

11. Works collaboratively with the Administrative Assistants when urgent appointments are requested, ensuring appointments are scheduled in a timely fashion.

12. Interacts with patients regarding complaints for effective and immediate response and resolution. Refers to Practice Manager as appropriate.

13. Participates in appropriate role in disasters, fire drills, fires and other emergency situations.

14. Exercises care in the use and operation of equipment and reference materials. Maintains work area in a clean and organized manner.

15. Performs similar or related duties as requested or directed.

KNOWLEDGE, SKILLS AND ABILITIES

Individuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities and to possess the necessary physical requirements, with or without the aid of mechanical devices to safely perform the essential functions of the job:

1. Physical requirements include the ability to extend hand(s) and arm(s) in any direction: raise objects from a lower to a higher position or moving objects horizontally from position to position: pick, pinch, type or otherwise work primarily with fingers rather than with the whole hand or arm, as in handling.

2. Ability to express or exchange ideas by means of the spoken word.

3. Ability to receive detailed information through oral communication.

4. Ability to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to life, carry, push, pull or otherwise move objects.

5. Visual acuity sufficient for work which deals largely with preparing and analyzing data and figures, computer terminal operation, extensive reading, writing and telephone usage.

6. Requires the ability to perform repetitive or routine duties working from detailed instructions and under standard procedures. Requires the making of minor decisions.

7. Ability to interact effectively with the public and utilize excellent communication skills. Ability to work in a collaborative manner.

8. Ability to work with frequent interruptions and respond appropriately to unexpected situations.

9. Ability to operate a personal computer and related software.

OSHA RATING: Category II (No exposure to blood borne pathogens)

PHI ACCESS: Complete

WORK SCHEDULE:

Generally, Monday through Friday, days. Approved overtime to accommodate workload as needed.

Education:

High school graduate or equivalent.

Experience:

Minimum one-year administrative support experience

Prior medical office experience preferred

Experience in computer software applications including Medical Office Management and database management software experience desired