Scheduler

Central Scheduler II

Job Type: RT Days

Your experience matters

How you’ll contribute

You’ll be a multi-tasker in a busy department responsible for ensuring timely and accurate scheduling, registration, authorization, and insurance verification. This ensures that when a patient arrives for their appointment, their account is properly set up with the correct demographics and authorization for payment. Patients will also be informed of the amount they owe and the number of visits authorized by their insurance.

Reports to: Admitting Manager/Patient Access Manager

General Responsibilities

• Manage multiple phone lines, schedule initial and follow-up patient visits, and check messages daily
• Ensure all scheduled appointments have the necessary orders
• Verify patient orders for name, physician signature, and diagnosis
• Confirm insurance authorization for each patient

Scheduling & Documentation Management

• Schedule patients for the appropriate discipline
• Oversee the ReDoc scheduler and documentation system
• Manage all aspects of scheduling for (3) PTs, (2) PTAs, (1) OT, and (1) SLP

Insurance & Authorization

• Contact insurance providers to verify benefits, authorization requirements, number of visits, and coverage.
• Obtain necessary authorizations for evaluations and treatments.
• Run patient insurance to check benefits and eligibility; if unable to access online, call the insurance provider for details.

Patient Records & Financial Coordination

• Create and maintain patient charts, including benefits, consents, ID/insurance cards, and treatment notes.
• Roll accounts and drop them into ReDoc on evaluation day.
• If demographic information is missing for a new patient, contact them to obtain the necessary details.
• Prepare estimate sheets showing the amount owed at the time of visit, notify patients of their balance, and attempt to collect payment over the phone.

If payment issues arise:

• If a patient cannot pay at the time of service, contact the Benefits Advisor for alternative payment arrangements. If the patient refuses to pay, explain that the appointment can be rescheduled when funds are available.
• If the patient cannot be reached after three attempts, escalate the issue to the department manager.
• If the patient’s phone is out of service, contact the referring physician's office for an alternative number.

Order & Authorization Follow-ups

• Follow up with the physician’s office if a corrected order was requested but not received. Ensure it is signed and contains the correct diagnosis/ICD code.
• Manage the rollover of recurring accounts.
• Check medical necessity for all traditional Medicare patients. If an ABN fails, contact the physician's office for alternative coding. If no other codes support the treatment's necessity, inform the patient of uncovered costs.

Administrative & Office Support

• Scan all documents into patient accounts under the correct category
• Fax the plan of care to physicians for signatures
• Maintain daily records of outpatient visits
• Fax discharge notes to insurance companies
• Discharge patient charts and deliver them to Medical Records
• Organize and manage monthly maintenance program collections
• Notify therapists when their patients arrive (especially if they are in Rehab)
• Open/close the money drop and process payments in admitting
• Order office and physical therapy supplies
• Clear out AHIQA and the Denial Prevention Tool daily
• Manage (10) occurrence and value codes for each patient, ensuring timely entry each month or as needed

System Administration & Additional Duties

• Serve as the Admin for ReDoc, with the ability to unassign treatment notes for therapists to revise
• Perform all functions of the Scheduling Coordinator role as needed
• Plus be able to perform all the functions of the Scheduling Coordinator #I

Qualifications and requirements

Minimum Education

• High school diploma or equivalent.

Desired Skills

• At least one year of medical office or medical scheduling experience
• Critical thinking skills, decisive judgment and the ability to work with minimal supervision
• Must be able to work in a fast paced environment and take appropriate action
• Medical Insurance experience preferred

About Us

Valley View is a state-of-the-art hospital licensed for 52 medical/surgical beds, 12 acute rehabilitation beds, 12 intensive care beds, and an eight-bed labor, delivery, and postpartum unit. It is part of Lifepoint Health, a diversified healthcare delivery network committed to making communities healthier® with acute care, rehabilitation, and behavioral health facilities from coast to coast.

From your first day to your next career milestone—your experience matters.

EEOC Statement

We employ and provide care to people from all walks of life. We are committed to promoting healing, providing hope, preserving dignity and producing value with an inclusive workforce in which diversity is leveraged, respected, and reflective of the patients, family members, customers and team members we serve.