Scheduling Coordinator

Job Profile Summary

This role focuses on activities related to revenue cycle operations such as billing, collections, and payment processing. In addition, this role focuses on performing the following Patient Access duties: Performs the administrative and financial-clearance duties necessary to facilitate the procurement of clinical services by patients. Collects patient's necessary demographic and financial information from physician offices, acute-care entities, or the patients themselves, schedules services for patients, and handles referrals from primary care doctors to ensure patients are scheduled for recommended appointments/procedures, etc. An organizational related support or service (administrative or clerical) role or a role that focuses on support of daily business activities (e.g., technical, clinical, non-clinical) operating in a “hands on” environment. The majority of time is spent in the delivery of support services or activities, typically under supervision. A senior level role that requires broad knowledge of operational procedures and tools obtained through extensive work experience and may require vocational or technical education. Works under limited supervision for routine situations, provides assistance and training to lower level employees, and problems typically are not routine and require analysis to understand.

Job Overview

This position is responsible for the scheduling process for professional staff and functions as a resource and administrative support. Assures that all aspects of clinical scheduling are accomplished in a timely, competent and professional manner. Acts as a role model and mentor, participates in training new staff, works to identify and resolve scheduling issues and department operations challenges. Coordinates scheduling across the system to assure effective, efficient, and integrated schedules are in process.

Job Description

Minimum Qualifications:

1. High school diploma or equivalent.

2. Two (2) years of medical office scheduling experience.

Preferred Qualifications:

1. Three (3) years of medical office scheduling experience.

Duties and Responsibilities: The duties and responsibilities listed below are intended to describe the general nature of work and are not intended to be an all-inclusive list. Other duties and responsibilities may be assigned.

1. Coordinates scheduling activities and delegates tasks appropriately.

2. Performs clinical scheduling for assigned team(s), maintaining quality protocols including scheduling timely admissions, maintaining clinical continuity, communicating relevant visit alerts to clinicians and keeping assigned workflows current.

3. Proactively schedules off-shift schedules for assigned branch, for all relevant disciplines, including backup on-call and on-call coverage, weekend rotation for nursing and therapy, and holiday coverage.

4. Alerts supervisor of any gaps in upcoming off-shift schedules and assists in obtaining coverage for necessary shifts.

5. Utilizes computer skills to help develop and maintain tools to manage scheduling activities, i.e. spread sheets to assign weekend or holiday coverage.

6. Communicates any off-shift schedule changes to all parties as appropriate including clinicians, managers, answering service, branches.

7. Monitors, delegates, and balances scheduling workload across all team members.

8. Assists with performance reviews by providing ongoing performance input.

9. Provides new employee training and orientation to new staff.

10. Oversees the overall scheduling work of the assigned branch on a daily basis, ensuring that workflow tasks are done timely and according to protocols. Provides support and assistance when significant issues arise.

11. Assures that clinical protocols are followed consistently for all specialty programs.

12. Practices excellent customer service skills with patients, staff, managers and others.

13. Provides assistance and support to clinical leaders with administrative tasks as needed, including maintaining calendar, scheduling meetings, typing presentations, and participating in various projects.

Physical Requirements:

1. Professional office environment with typical office requirements such as computers, phones, photocopiers, filing cabinets, etc.

2. This is largely a sedentary role, which involves sitting most of the time, but may involve movements such as walking, standing, reaching, ascending / descending stairs and operate office equipment.

3. Frequently required to speak, hear, communicate and exchange information.

4. Able to see and read computers displays, read fine print, and/or normal type size print and distinguish letters, numbers and symbols.

5. Occasionally lift and/or move up to 25 pounds.

Skills & Abilities:

1. Knowledge of medical terminology.

2. Supervisory abilities.

3. Ability to read/write and communicate in English.

4. Excellent interpersonal skills.

5. Ability to function well in very busy situations.

6. Responsible and reliable.

7. Good organization skills.