Scheduling Coordinator/Receptionist

Job Overview:
We are seeking a dedicated and organized Scheduling Coordinator to join our team in a fast-paced medical office environment. The ideal candidate will be responsible for managing appointments, coordinating schedules, and ensuring efficient operations within the medical facility. This role requires strong clerical skills, excellent phone etiquette, and familiarity with medical scheduling practices.

Performs a variety of duties in a clinical/surgical environment which includes, greeting patient upon arrival, assisting with the check in process, registering the patients, answering phone calls, scheduling appointments and assisting with the checkout or rescheduling process. Maintains accurate and detailed surgical records and handles patients with respect and care. Promotes a safe and pleasant environment for fellow staff, doctors, and patients. This person is responsible for obtaining insurance information and keeping accurate data entry in the patient chart following HIPPA guidelines. The receptionist will also serve as a liaison between patient and medical support staff.

Typical Physical Demands:

Must be in good physical condition and able to withstand the stress and demands of a busy practice. Must be able to multi-task efficiently. Demands include sitting, standing (sometimes for long periods) walking, bending, stooping, stretching, and lifting up tp 50 pounds. Hearing within, or correctable to, normal range, vision correctable to 20/20 and manual dexterity for the operation of office equipment is required.

Typical Working Conditions:

Work is performed in the reception area and involves frequent contact with patients, exposure to communicable diseases, toxic substances, ionizing radiation, medicinal preparations, and other conditions common to a clinical environment. Requirements may include working irregular hours.

Job Duties (This list may not include all of the duties assigned):

• Greet patients and visitors in an efficient, professional, and courteous manner and self introduce by name with a smile in your voice.
• Anticipate patient needs and expectations with a positive attitude.
• Consistently take actions to meet patient needs with a smile.
• Maintain a calm demeanor in front of a difficult patient.
• Demonstrate the ability to promptly answer a high volume of phone calls and schedule patient appointments with providers.
• Provide check-in process for patients including photographs, insurance information, scanning patient ID and insurance information, make sure patients who are referred by another provider have the appropriate documentation, referral, x-rays, surgical instructions, medical history, etc.
• Verify and update necessary demographic information.
• Prepare patients for examination and treatment and inform medical staff when patient has fulfilled the registration requirements and is ready for treatment.
• Maintain a neat and orderly work and lobby area.
• Maintain relevant office supplies inventory for office effectiveness.
• When required assist financial coordinator with collection of due balances prior to patient treatment.
• Prepare required materials, forms, and obtain date and time for all surgical cases to be done at the hospital. Remember, these materials are sent to the hospital prior to the authorized date and time for surgery.
• Maintain, organize, and keep as full as possible the office surgical appointment schedule.
• This position requires working 8 hours, every day, Monday through Friday, with one hour for lunch time. The receptionist must be present to answer the phones during those hours, and will roll the phones to the answering service at 5pm.
• Schedule hospital surgeries, CT's, MRI's, etc.
• Make sure any orders, including lab work, are sent to hospital prior to surgery.
• Perform chart preparation for hospital and in-office surgery, as needed.
• Scan prescriptions, referral documents, referral x-rays, etc. into OMS Vision as directed.
• Check accuracy of demographic data entered in OMS Vision medical record.
• Fill out FMLA forms and have the provider review them.
• Keep an accurate log of sleep apnea, biopsy specimens, surgical guides, dental lab cases, with records of date sent of specimen to the laboratory and the date they were received back. Patients then should be called to schedule an appointment to deliver appliances or results.
• Sent thank you notes to the referral doctors as each patient is seen for consultation.
• Send referral notes and reports to the referral providers to inform them of the treatment their patient received in our office.
• Contact the appropriate drug, implants, etc. representatives for surgical cases at the OR in the hospital or when needed in the office surgeries.
• Participate in the morning daily meeting and be prepared to present and discuss the patients scheduled for that day.
• Have a working knowledge of procedures performed in the office and the diagnostic codes more commonly used.
• Maintain an accurate listing of the general dentists in the area that refer patients to our office.
• Complete miscellaneous task as requested by the office coordinator, the provider, and assist in other duties as requested by the financial coordinator, ie: emailing, mailings, etc.
• Make patient medical histories and vital signs.
• Develop a system by which referral brochures are sent routinely to referral doctors to assist with increasing the number of referrals.
• Assist with scheduling of tests and treatments.
• Assist nurses with patient and family education.
• Maintain patient files, records, and other information.
• Perform other duties as assigned or upon request.

Knowledge, Skills, & Abilities:

• Knowledge of medical terminology.
• Knowledge of scheduling systems.
• Skilled in medical office procedures.
• Skilled in working with providers and other office staff.
• Skilled in working with people in stressful, emotional situations.
• Ability to multi-task.
• Ability to speak clearly and concisely.
• Ability to effectively communicate with others, over the phone, and in person.
• Ability to efficiently operate a variety of standard office machines including a personal computer, computer software (i.e. Microsoft Word, Excel), phone, fax, shredding equipment, photocopier, cameras, and other operating systems utilized for this position.

Team Member Expectations:

• Maintain consistent attendance, punctuality, and personal appearance in accordance with company attendance and dress code policies. This position requires 8-5 pm schedule with one hour for lunch.
• Uphold organizational values by treating others with respect, keeping commitments, and working ethically and with integrity.
• Attend meetings as required and participate in team activities. Exhibit confidence, motivate, and inspire others.
• Establish and maintain effective working relationships with team members, patients, and the public by demonstrating the ability to communicate verbally, and in writing while responding clearly, effectively in a friendly manner.
• Demonstrate the ability to read and respond to email and appointment requests in a timely manner and on a regular basis.
• Use time efficiently, plan for additional resources, set goals, and objectives, and work in an organized manner.
• Demonstrate safety practices and maintain a safe environment for patients, visitors, and fellow team members by following established safety and infection control standards.
• Compliance with HIPAA policies and procedures is mandatory and necessary to ensure the confidentiality, integrity, and availability of the office information systems and more importantly, its patients.

Requirements :

• High school diploma or equivalent.
• Once hired, must maintain CPR certifications.

Preferred Qualifications:

• Dental experience

Certificate/License:

• CPR Certification

This job description is not intended to be all-inclusive and the team member may perform other reasonably related business duties as assigned by the office administrator, the provider, and/or assisting staff. OMFS practice inc., reserves the right to revise or change job descriptions, duties and/or responsibilities as the need arises. This position description does not constitute a written or implied contract of employment.

Join our team as a Scheduling Coordinator where your organizational skills will contribute significantly to our patient care efforts!

Job Type: Full-time

Pay: $18.00 - $19.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Free parking
• On-the-job training
• Paid time off
• Paid training

Medical Specialty:

• Surgery

Schedule:

• Monday to Friday

Work Location: In person

Salary : $18 - $19