Scheduler

Description

Specialty: Orthopaedics

A nonexempt position responsible for making appointments for new patients and patients following medical practice procedures. Tasks may be integrated into another position, e.g., receptionist/ registration clerk or medical assistant.

JOB FUNCTIONS:

• Schedules surgical or procedural appointments for patients either by phone when they call in or in person after an office visit.
• Obtains prior authorizations and referrals from insurance companies.
• Uses computerized system to match physician availability with patients’ preferences in terms of date and time.
• Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns.
• Contacts the laboratory, radiology, hospital, physician and patient with appointment time(s) and other pertinent information.
• Arranges and communicates any special instructions.
• Provides daily schedules to physicians or medical assistants prior to each day’s visits. Copies are made available for the front office specialist and others as needed.
• Ensures that updates, e.g., cancellations or additions are input daily into the master schedule.
• Communicates as needed with physicians and other staff about any patient concerns/issues related to scheduling. Consults with office manager about any system problems.
• Uses customer service principles and techniques to deal with patients calmly and pleasantly.
• Provides back-up to other staff members and performs other administrative duties as assigned.

Requirements

Education:

• High school diploma or equivalent.
• Graduation from a medical office assistant training program preferred.

Experience:

• Minimum two years of experience in an appointment scheduling position, preferably in a medical office setting.

Performance Requirements:

• Knowledge:
• Knowledge of medical practice protocols related to scheduling appointments.
• Knowledge of computerized scheduling systems.
• Knowledge of customer service principles and techniques.

Skills:

• Skill communicating effectively with physicians about scheduling preferences.

Abilities:

• Ability to multi-task effectively, dealing with phone calls, in-office patients, staff, and others pleasantly.
• Ability to communicate calmly and clearly with patients about appointments in all circumstances including when they are ill or have an emergency.
• Ability to analyze situations and respond appropriately.

Physical Requirements:

• Mainly sedentary with some standing, walking and reaching.
• Must be able to lift up to 25 pounds.
• Daily and repetitive data entry requiring proper ergonomic techniques.
• Periodic stress from handling many calls and patient requests.

Equipment Operated:

• Standard office equipment including computers, fax machines, copiers, printers, telephone systems, etc.

Work Environment:

• Position is in a well-lighted office environment.

Safety

• All employees are responsible for complying with safe and healthful work practices as outlined in CCFMG’s Employee Safety and Injury and Illness Prevention Program and policies and procedures specific to their department needs.