Service Scheduler Jobs (NOW HIRING)

Summary

This position is responsible for day-to-day administrative and general office duties. The role serves as the first point of contact for patients entering the clinic and assist them throughout their visit by performing the following duties.

Essential Duties

1.       Performs essential office duties such as word processing, filing, faxing, data entry, phones, greeting and assisting visitors and patients.

2.       Greets patients, clients and visitors and determines the purpose of visit and directs them to the appropriate person or department.

3.       Facilitates patient flow and communicates delays with patients and clinical staff.

4.       Processes and tracks medical records releases and requests and relies on knowledge to decipher when a patient signature is needed or not needed.

5.       Correlates outgoing specialty referrals, verifies and documents appointments.

Job Duties

·         Obtains insurance referrals, prior authorizations for all ancillary appointments.

·         Provides exceptional customer service to patients, providers, office staff, and other representatives via inbound and outbound calls as well as in person.

·         Maintains effective communication with patients, co-workers, and supervisor.

·         Schedules patients for appointments, and inputs/updates patient demographic information in the EHR system.

·         Schedules surgery assist and special events when necessary.

·         Answers phone calls in a prompt and professional manner and routes calls appropriately, offering voice mail, or redirection of calls as needed.

·         Follows all clinic policies on safety and security, maintains restricted areas and computer system passwords in strict confidentiality.

·         Explains financial requirements to the patients or responsible parties and collects copays, as required.

·         Creates, updates, organizes, and maintains all chart based medical records

·         Sends and receives medical records, obtaining patient consent when necessary to comply with all regulations.

·         Maintains the tidiness and organization of the reception and patient waiting areas.

·         Monitors medical office supplies and inventory, places orders and oversees office equipment, as needed.

·         Maintains punctual, regular and predictable attendance.  

·         Maintains proper documentation regarding the release date and recipient of sent medical records.

·         Calls patients regarding risk management for emergency department or hospital visits

·         Identifies internal and external challenges related to referrals and develops and implements new processes to improve efficiency within the department.

·         Reviews referral order documentation to determine if documentation supports requested referral and reviews for accuracy of codes.

·         Information access: entire medical record, insurance information, limited billing and collection amounts to enable coverage for the clinic supervisor when necessary.

·         Ensures rooms and equipment are kept clean; maintains laboratory equipment when necessary.

·         Closes office at end of day.

·         Covers and fills in for staff members as needed for efficient functioning during regular office days

·         Maintains punctual, regular and predictable attendance.  

·         Works collaboratively in a team environment with a spirit of cooperation.

·         Respectfully takes direction from leadership.

·         Meets all required training including those listed in Relias Learning Module System (LMS).

·         Performs other duties as assigned.

On Call Responsibilities

This position does not have any on call responsibilities.

Supervisory Responsibilities

This position does not have any supervisory responsibilities.

Qualifications

Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

All health care providers who are HIPAA covered entities, whether individuals or organizations, must get an NPI. Under HIPAA, you’re a covered health care provider if you electronically transmit health information in connection with a HIPAA standard transaction, even if you use a business associate to do so. NorthWest Family Practice employs staff that are defined under OHA or CMS as health care providers. Positions that are defined as providers include, but are not limited to, Doctors, Nurse Practitioners, Physical Therapists, Traditional Health Workers, and Certified or Qualified Healthcare Interpreters.

Education & Experience

·         High School diploma or GED equivalent with a minimum of 1 year in customer service or reception, preferably in a medical office setting.

·         Ability to type 45 WPM and operate a 10-key calculator by touch.

·         Coursework in medical terminology, preferred.

Certificates, Licenses, and/or Registrations

·         Current BLS Certification

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.  Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.

Expresses ideas and thoughts verbally. Expresses ideas and thoughts in written form. Exhibits good listening and comprehension. Selects and uses appropriate communication methods. Writes clearly and informatively.  Varies communication style to meet needs. Speaks clearly and persuasively in positive or negative situations.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent. Ability to balance cash drawer.

Computer Skills

Has advanced basic computer job skills including logging on to systems, ability to communicate by email, ability to compose documents, enter database information, and preserve/backup important data. Must be adept at using various applications including electronic health records software, database spreadsheet and word processing.

Reasoning Ability 

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Interpersonal Skills

Establishes and maintains effective relations. Exhibits tact and consideration. Helps and supports co-workers.  Works cooperatively in group situations. Works actively to resolve conflicts. Balances team and individual responsibilities. Exhibits objectivity and openness to others' views. Contributes to building a positive team spirit. Supports others efforts to succeed. Builds morale and group commitments to goals and objectives.

Communicates changes effectively. Prepares and supports those affected by change. Builds commitment and overcomes resistance. Exhibits confidence in self and others. Inspires and motivates others to perform well. Displays passion and optimism. Inspires respect and trust. Provides vision and inspiration to peers and subordinates.

Confronts difficult situations. Uses negotiation skills to resolve conflicts. Adapts to changes in the work environment. Able to deal with frequent change, delays, or unexpected events. Maintains objectivity. Changes approach or method to best fit the situation.

Displays willingness to make decisions. Exhibits sound and accurate judgment. Includes appropriate people in decision-making process. Makes timely decisions.

Physical Demands & Work Environment

The Patient Services Coordinator is expected to spend the majority of time in a sitting position, with occasional walking and standing. Use of hands and arms will be required. Because of exposure to patient records of all types, the highest standard of patient confidentiality and privacy as established by business policy and HIPAA requirements must be maintained.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.