Scheduling Specialist

POSITION: Scheduling Specialist

RESPONSIBLE TO: Receptionist Lead / Practice Administrator

JOB SUMMARY: With a customer service orientation—Schedule all office visit appointments, direct new patients to the practice's Web site for registration and other information (or mail information to new patients) and communicate appointment details back to referring physician.

EDUCATIONAL REQUIREMENTS:

• High school diploma required.
• College education or trade school preferred

QUALIFICATIONS AND EXPERIENCE:

• Minimum two years’ experience working in a physician practice scheduling appointments preferred.
• Comfortable using email and interacting with Internet applications
• Computer literate—with keyboard skills and knowledge of practice management and word processing software
• Ability to work with outside clinic staff with a friendly and helpful attitude.
• Strong written and verbal communication skills, reliable and highly motivated.
• Ability to perform multiple and diverse tasks simultaneously.
• Ability to work with scheduling changes that may occur frequently.
• Ability to make independent decisions with information provided.
• Ability to establish and maintain effective working relationships with patients, coworkers, other health care providers and the public under stressful conditions.
• Must have knowledge of insurances and referral management.
• Must be able to work almost exclusively on the phone and in the same area for most of the work day.

Responsibilities include, but are not limited to, the following:

Duties:

• Using a telephone headset and computerized appointment scheduling program, schedules all patient appointments, according to physician-specified protocols; enters key demographic and insurance information into a temporary account.
• Prospectively informs all new and established patients about the practice’s payment at the time of service policy, and ensures they understand they are to arrive with their referral form, x-rays, etc.
• Informs patients of the practice's collection at the time of service policy.
• Mails new patients a copy of registration forms and the practice information brochure or refers patients to the website to download and print material.
• Checks voice mail regularly and returns calls from patients and physicians who wish to schedule appointments, within 24 hours.
• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.
• Maintain and achieve departmental goals for best practices and benchmarking.

Other

• Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice.
• Assists in keeping working area clean at all times.
• Serve as back up for other clinical areas and locations at OS.
• Attends all meetings as requested.
• Performs any additional duties as requested by the Supervisor.
• Sets and exemplifies high ethical standards and holds self and others accountable for conduct.

Supervisory Responsibilities

This job has no supervisory responsibilities.

Typical Physical Demands

Position requires prolonged sitting, some bending, stooping, and stretching. Good eye-hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, calculator, and other office equipment is also required. Employee must have normal range of hearing and eyesight to record, prepare, and communicate appropriate reports.

Typical Working Conditions

Normal office environment.