Patient Scheduling Coordinator

Join our vibrant Administrative team as a Patient Scheduling Coordinator and embark on an exciting journey of serving our diverse and expanding community! Be the superhero of scheduling, providing top-notch customer service and administrative support to ensure the smiles of children and families never fade. This role thrives on collaboration, organization, and a proactive spirit, making every appointment a breeze for our valued patients. Let's make scheduling fun and efficient together!

Essential Duties: Essential job duties for this position include the following items. Other duties must be performed as assigned or required.

• Greeting patients and guests in a warm, friendly, and upbeat manner in person.
• Make and receive all phone calls in a timely, warm, and professional manner.
• Answer calls, provide general company information, direct communications to appropriate extension (Hat), with presenting exceptional phone etiquette.
• Collect and process payment of fees.
• Build positive and professional rapport with families and clients.
• Communicating quickly and often with patients if there is a delay or wait for patient care.
• Working with both clinical staff and providers in a team approach.
• Update families in computer database and maintain records regarding communication.
• Help ensure that programs are following all intake timelines, policies and procedures, and the requirements of funders.
• Manage waitlists, ongoing therapy appointments, flex scheduling for daily and weekly waitlist maintenance.
• Schedule appointments, ensuring therapists’ schedules are full by calling fill-lists.
• Communicate with the Billing Hat to ensure all patients coming in for appointments have a $0 balance owed and alerts Billing if the patient has a balance that the company has been unable to collect.
• Provide Clinicians with advanced notice when there has been a major change in their schedule.
• Work collaboratively with all staff to provide exceptional family-focused customer service.
• Be aware of therapist availability for scheduling appointments, time scheduled for appointments, type of appointments that can be scheduled for all therapists.
• Properly carry out tasks assigned by Clinicians and/or Administrative Supervisors, in accordance with company policies and protocols.
• Managing patient call wait times; being alert to queues in the system, responding to voicemails and messages timely, offer options to call patients back, if they are on hold too long.
• Monitor Patient Attendance and place patients on alternate scheduling if an adequate attendance rate is not being met.
• Confirm daily attendance for all scheduled in-clinic patients while cross-referencing with the patient sign in sheet.
• Responsible for having clear and working knowledge and understanding of Metamorphosis Speech Therapy and Occupational Therapy practices, policies, and protocols.
• Maintain adequate knowledge regarding Insurances and contracted school districts.
• Direct questions beyond capacity to the appropriate hat via e-mail.
• Work toward continuous quality improvement; audit office procedures.
• Uphold, support, and promote all company policies and procedures.

Qualifications: To perform this job successfully, the individual in this position must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the minimum knowledge, skills and ability required.

Education/Experience:

• Equivalent of high school graduate level education; some college coursework preferred.
• 2 years’ recent work experience with staff or Patient Scheduling, in a pediatric environment preferred.
• Passionate about being a part of a professional team that works to serve the needs of children and their families in our communities.
• Exceptional interpersonal and communication skills, both written and verbal.
• Electronic medical records system (EMR) experience preferred.
• Effective organizational skills and the ability to efficiently manage multiple projects simultaneously while coordinating people, systems, and timelines.
• Proven self-starter with strong critical thinking skills and an ability to meet timelines.
• Keen attention to detail
• Comfortable working in a busy, always changing environment.
• Able to solve conflicts in a professional and tactful manner.
• Highly adaptable to changing priorities and work pressures.
• Strong time management skills.
• Caring, compassionate, and naturally empathetic disposition.
• Proven ability to be self-drive and motivated.
• Exceptional problem-solving and decision-making skills.
• Proven ability to work autonomously and as a team.
• High confidence and working knowledge in various software platforms including MS Office products and electronic health records systems.
• Maintains professional working relationships with all staff, clients, vendors, etc.
• Maintains confidentiality of all proprietary and/or confidential information in compliance with HIPAA regulations.
• Understands and follows company policies including harassment and compliance procedures.
• Displays integrity and adheres to company policies and other appropriate compliance training.
• Has values that aligns with the company’s core values and mission statement.
• Is highly motivated to be part of a movement and excited to have an opportunity to grow with the company.

Certificates, Licenses, Registrations:

• None

We are an equal opportunity employer and do not discriminate based on race, color, religion, sexual orientation, gender identity, national origin, or veteran status.

Job Type: Full-time

Pay: $20.00 - $23.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Disability insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Opportunities for advancement
• Paid time off
• Vision insurance

Healthcare setting:

• Outpatient
• Private practice

Medical specialties:

• Pediatrics

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person