Scheduling Coordinator

Description

 Position Description:

Under the general direction of the Physician and/or Practice Director, ensures multi-line telephone system calls and all patients are acknowledged and registered in a friendly, professional and timely manner.  Verifies insurance coverage and co-payments due.  Scans documents into EMR.  Collects co-pays and balances due when applicable.  Provides excellent customer service to internal and external customers while maintaining the confidentiality of all data and healthcare information.  Complies with all federal, state, organizational and departmental policies and procedures during scheduling, registration and payment process.

JOB QUALIFICATIONS

Minimum level of Education:

High School Diploma or GED required.  One (1) year experience in physician office setting preferred.  Basic computer skills required.  Familiarity with medical terminology, electronic medical record, Medicaid, Medicare and Commercial insurance, deductibles and co-pays preferred.  Must be able to communicate with internal and external providers as well as patients professionally and courteously.

Physician/Mental Demands:

1. Ability to think and work effectively with frequent interruptions; to move, sit, stand, walk, and bend intermittently throughout the work day.  Lift and/or move up to 50 pounds.
2. Must possess sight/hearing senses or use prosthetics that will enable the applicant to adequately fulfill the requirements of this position.
3. Use of mechanical and technical equipment required for the responsibilities assigned.
4. External and internal applicants who are/become disabled, must be able to perform the essential position responsibilities with unaided or with assistance of a reasonable accommodation to be determined on a case by case basis.

Occupational Exposure to Bloodborne Pathogens:

Category III – Tasks that involve no exposure to blood, body fluids or tissues.

Orientation Period:

Up to ninety (90) days to perform proficiently all essential position responsibilities.  The first ninety (90) days this position is assumed is considered the probationary period, for which the employee is subject to continuous review.

Qualifications

The essential position responsibilities are the basis for the 90 day and annual evaluation.  This list is intended to describe the general nature and level of work to be performed and not intended to be an exhaustive list of all duties required of personnel.

1. Unlocks/locks doors to facility, turns on / off lights at approved times at beginning and end of day.
2. Tidies up the waiting room as needed during the day and assures adequate supply of forms and supplies are available in reception area.
3. Answers all incoming calls using proper phone etiquette, taking messages and transferring calls to appropriate extensions.
4. Greets and acknowledges all patients presenting to sign in area in a timely, friendly and professional manner.
5. Checks patients in and out using approved procedures.
6. Verifies insurance eligibility for authorization and treatment, documenting co-pays, deductibles, effective date, and name of policy holder into EMR in appropriate area.  Enters all correspondence with insurance companies and/or patients in comments section in patient notes.
7. Updates demographic and insurance information at each visit on established patients.
8. Collects co-pays and old balances and documents in EMR according to approved procedures. 
9. Scans incoming documents containing patient information into the correct patient account and appropriate category of the electronic medical record (EMR). 
10. Verifies accurate scanning of document into correct patient account and appropriate category of EMR. 
11. Captures photograph of all patients in EMR.  Places documents that have been scanned into appropriate container for shredding. 
12. Schedules return appointments according to Physician request.  Makes timely contact with new patients referred to the practice for consultations and schedules initial appointments.  Works returned billing statements in order to acquire correct mailing address, etc.13
13. Delivers all outgoing mail to Patient Access at EMH on a daily basis.  Checks the mail box located outside the practice on a daily basis.  Balances the deposit and cash bag daily and delivers to patient access per approved procedure. 
14. Assists with the scheduling of out-patient procedures and surgeries with appropriate staff and assist with faxing orders with pre-certification to centralized scheduling.
15. Attends organizational and departmental orientation upon employment and completes annual update and health requirements thereafter and in accordance with timeframes specified by organizational policy. Participates in continuing education.  Attends 50% of mandatory departmental meetings and in-services.
16. Demonstrates a working knowledge of and/or location of organizational policies and procedures as well as adheres to them.  Arrives to work on time, on scheduled days, during scheduled hours.  Maintains flexibility with work schedule in meeting the needs of the department.
17. Follows chain of command whenever issues or problems arise which are beyond scope of practice.
18. Greets those they come in contact with; pays close attention to and is considerate of concerns/matters that patients/residents, families, visitors and co-workers face through words and actions.
19. Utilizes equipment and materials in a cost effective manner.
20. Produces required volume of work.  Maintains attention to work and meets deadlines.
21. Displays a team player attitude and takes every opportunity to work well with others. Displays willingness to help at all times and in all areas to meet the needs of the organization
22. Demonstrates support for the mission/vision of the organization.