Centralized Scheduler

Reports to the Practice Manager and works under the direction of the Clinical Supervisor, Office Supervisor and/or Office Coordinator. Under general supervision and according to established policies and procedures, performs various reception, clerical and patient care duties. Duties include greeting patients, answering the telephone, maintaining physicians' schedules, admitting and discharging patients, collecting payments, entering patient charges and compiling various reports. In addition, completes all processes related to the scheduling of surgical procedures including pre-operative testing, office visits and post-operative care. Ensures that world class service is provided at all times.

MISSION, VALUES and SERVICE GOALS

• MISSION: We deliver outstanding care, inspire health, and connect with heart.
• VALUES: Trust. Respect. Integrity. Compassion.
• SERVICE GOALS: Personally connect. Keep everyone informed. Be on their team.

Performs various reception and clerical duties in accordance with established policies and procedures by:

• Receiving and greeting patients and visitors in a professional, cheerful manner and providing all reasonable assistance. Checking patients in for their appointments.
• Answering the telephone and taking and relaying messages to clinical staff accurately.
• Scheduling patients with physician providers and maintaining appointments with physician(s) rotation.
• Obtaining demographic and insurance information from the patient and accurately entering the data into the practice management system.
• Ensuring that the patient data in the practice management system is accurate by verifying insurance information with patient at each visit and updating patient accounts as needed.
• Maintaining patient records, entering charges and posting services performed by the provider.
• Entering prescription refills into the electronic medical record and sending them to the appropriate clinical staff for approval.
• Scheduling medical testing, procedures, ancillary services and surgeries for patients.
• Providing patient with instructions on the prep for scheduled procedure or test and following up with written instructions when appropriate.
• Obtaining insurance pre-certification for patient procedures and ancillary tests or completing electronic medical record flow sheet and sending information to the appropriate person.
• Paging physician when necessary and sending information regarding call status and imaging assignments daily.
• When applicable, entering data into specialty computer programs such as Carelink and Cardionet; ensuring that orders are entered correctly and monitors are sent to patients.
• Performing clerical duties including faxing, copying, typing notes and memos.
• Ordering office supplies and maintaining adequate inventory of supplies.
• Opening and sorting mail daily.

Performs basic patient care duties by:

• Assisting the physician if necessary.
• Escorting patients to exam room in a professional and courteous manner in the absence of clinical staff.

Performs other functions to maintain personal competence and contribute to the overall effectiveness of the department by:

• Participating in committees as requested.
• Enhancing professional growth and development through in-service meetings and educational programs as approved.
• Completing other job-related duties and projects as assigned.

Performs surgery and procedure scheduling duties according to established policies and procedures following provider instructions by:

• Preparing surgery schedules and ensuring that corrections, if necessary, are handled in a timely, efficient manner.
• Interpreting physician orders and scheduling procedures accordingly.
• Scheduling all surgery related appointments and testing.
• Providing instructions related to pre-operative, post-operative needs, appointments, medication adjustments and completing the associated documentation.
• Following multiple surgeon protocols for pending surgery cases.
• Tracking all clearances and testing results for provider approval prior to surgery date.
• Tracking all related imaging studies, importing imaging to PACS and pushing images to other facilities as needed for intra-operative viewing.
• Ensuring that all equipment (including special equipment) supplies and implant requests are handled according to departmental policies and procedures.
• Contacting vendors to cover surgical cases and updating them as changes occur
• Completing the surgical order process
• Organizing records for surgery and preparing surgery packet.
• Remaining knowledgeable and compliant with insurance carrier guidelines.
• Ensuring pre-certification guidelines have been met for diagnostic testing and surgical procedures.
• Ensuring medical necessity is documented by complying with scheduling criteria for all insurance carriers.

ORGANIZATIONAL RESPONSIBILITIES
Associate complies with the following organizational requirements:

• Attends and participates in department meetings and is accountable for all information shared.
• Completes mandatory education, annual competencies and department specific education within established timeframes.
• Completes annual employee health requirements within established timeframes.
• Maintains license/certification, registration in good standing throughout fiscal year.
• Direct patient care providers are required to maintain current BCLS (CPR) and other certifications as required by position/department.
• Consistently utilizes appropriate universal precautions, protective equipment, and ergonomic techniques to protect patient and self.
• Adheres to regulatory agency requirements, survey process and compliance.
• Complies with established organization and department policies.
• Available to work overtime in addition to working additional or other shifts and schedules when required.

Commitment to Beacon's six-point Operating System, referred to as The Beacon Way:

• Leverage innovation everywhere.
• Cultivate human talent.
• Embrace performance improvement.
• Build greatness through accountability.
• Use information to improve and advance.
• Communicate clearly and continuously.

Education and Experience

• The knowledge, skills and abilities as indicated below are normally acquired through the successful completion of a high school diploma or equivalent. Three years of related experience in a healthcare/clinical environment, admitting department, physician office practice or scheduling office is preferred. Knowledge of medical terminology and coding is required. The ability to speak and write Spanish is desired.

Knowledge & Skills

• Demonstrates high level of interpersonal skills necessary to consistently interact with visitors, clients, and staff members in a professional, courteous manner to project a positive image.
• Demonstrates good communication and telephone usage skills to effectively communicate both verbally and in writing to a variety of internal and external contacts.
• Requires knowledge of billing and office procedures and proficient typing and computer skills to complete tasks in an accurate and efficient manner.
• Demonstrates ability to work in a team environment with other clerical and clinical staff and with physicians.
• Requires analytical skills necessary to solve patient problems and interpret data.
• Requires an understanding of registration and pre-registration processes and the clinical requirements of various medical procedures.
• Requires a basic knowledge of medical terminology, CPT and ICD codes, which includes being able to identify LMRP procedures and check for medical necessity.

Working Conditions

• Works in a medical office environment.
• Flexible work hours.

Physical Demands

• Requires the physical ability and stamina to perform the essential functions of the position.

Job Type: Full-time

Pay: $15.00 - $21.14 per hour

Benefits:

• 403(b)
• 403(b) matching
• Dental insurance
• Dependent health insurance coverage
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid time off
• Tuition reimbursement
• Vision insurance
• Wellness program

Healthcare setting:

• Clinic
• Medical office

Medical specialties:

• Primary Care

Schedule:

• 8 hour shift
• Monday to Friday
• No nights
• No weekends

Experience:

• Healthcare/clinical: 3 years (Required)
• Medical terminology: 1 year (Preferred)
• Computer skills: 1 year (Preferred)
• appointment scheduling: 1 year (Preferred)

Work Location: One location