On Site Medical Scheduler (10th Street & Buckeye Rd.) Pay DOE

Job Title: Medical Scheduler

Department: Operations

Reports To: Front Office Supervisor

FLSA Status: Non-exempt

Full-time/Part-time: Full-time

Position Summary: This position is one of the most important functions in the health care delivery system and the first point where contact is made by telephone. The person will schedule the patient or direct them to the services needed. Making appointments and making preliminary assessment categories of payment for patients are essential before providers can see them.

Essential Duties and Responsibilities: To perform this job successfully, an individual must be able to perform the following satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Provide excellent internal and external customer service.

• Welcomes patients as they contact the center by telephone, and explain the services available, payment categories, and billing
• procedures.
• Schedule appointments; direct walk-in patients and emergencies as per established policies and procedures.
• Answers all incoming calls and routes to the appropriate staff.
• Registers all patients per registration protocols and collects all documentation.
• Generates accurate patient information demographics and assures that all services provided have been checked out properly.
• Reviews and verifies patient coverage of insurance or other agencies and informs the charges to the patient.
• Works closely with Medical Receptionist, Clinical Staff, Behavioral Health staff, and Health Education staff to assure smooth patient flow and reductions of waiting time.
• Scheduling staff is responsible for keeping, updating, and maintaining demographics by getting the appropriate information from patients.
• Calls and reminds the patient of his/her appointment.
• Follows up on “no show” patients on a daily basis.
• Communicate patient’s problem/complaint to designated management.
• Creates electronic charts and maintains records of newly admitted patients.
• Tasks and duties as directed by Clinic Manager.

Specific Requirements:

• Ability to work under pressure.
• Ability and willingness to treat all patients with the utmost kindness and consideration in the most trying situations.
• Friendly personality with the desire to work with the public.
• Ability to handle multi-functions.
• Understanding of community-based organizations.
• Communicate patients’ problems to management.
• Computer skills, including experience using eClinicalWorks
• Promotes and believes in Wesley Health Center's mission statement “Together we empower positive change”.
• Ability to relate to the public regardless of ethnic, religious, and economic status.
• Being skilled in computer software, such as spreadsheets, word processing, and other programs relevant to the medical practice, is necessary for performing the required tasks

Competencies: To perform the job successfully, an individual should demonstrate the following:

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Customer Service – Manages difficult or emotional customer situations; responds promptly to customer needs; solicits customer feedback to improve service; responds to requests for service and assistance; meets commitments.

Teamwork – Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own interests; able to build morale and group commitments to goals and objectives; supports everyone's efforts to succeed.

Ethics – Treats people with respect; keeps commitments; inspires the trust of others; works with integrity and principles; upholds organizational values.

Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Judgement – Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Quality – Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.

Qualifications: 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. Non-Profit accounting experience is preferred. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience – High school diploma or General Education Degree (GED) is required. At least two years related medical office experience, medical assisting experience is preferred, or formal training from a vocational school in lieu of experience. Knowledge of medical terminology is required. Experience with, and proficiency in, electronic medical records. Use of eClinicalWorks software is preferred

Language Ability – Read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees. Bilingual in English & Spanish is preferred but not required.

Mathematical Ability – Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Compute rate, ratio and percent, and draw and interpret bar graphs.

Reasoning Ability – Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.

Computer Skills – To perform this job successfully, an individual should have proficiency in MS Office and Practice Management System eClinicalWorks.

Certificates and Licenses – Fingerprint clearance card.

Supervisory Responsibilities – This position has no supervisory responsibilities.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

Physical Demands:  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear.  The employee is frequently required to stand; walk; sit; reach with hands and arms and stoop, kneel, crouch, or crawl.  The employee is occasionally required to climb or balance and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

The above job description is not intended to be an all-inclusive list of duties and standards of the position.  Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

WCHC’s Expectations of all Employees:

• Adheres to all WCHC Policies and Procedures
• Conducts self in a manner that represents WCHC’s Values at all times
• Maintains a positive and respectful attitude with all work-related internal and external contacts
• Communicates regularly with supervisor about Departmental and WCHC concerns
• Consistently reports to work on time, prepared to perform the duties of the position
• Meets productivity standards and performs duties as workload necessitates
• Actively participates in all required trainings
• Empowered to provide outstanding service to all customers