Description:
Reports To: Appointment scheduling Lead/ Office Manager
Supervises: N/A
Position: Full time
Hours: M-Th 8am-5pm Fri 8am-1:30pm
Overtime Status: ?Exempt X Non-exempt
Job Summary: This position is responsible for making patient appointments following medical practice procedures. Performs other duties as assigned
Primary Job Responsibilities:
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Works together with the appointment scheduling lead in scheduling appointments for patients by phone, email and via text. Verify insurance eligibility and enter all demographic information for the patient into the practice management system. Ensure that authorization is available (if needed) and reviews progress notes to ensure all required tests have been completed before scheduling an appointment.
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Utilize various portals ( imaging, Labs, cerner, epic) to verify testing was completed and pull results for chart.
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Uses computerized system to match physicians availability with the type of appointment
(Postop, New patient, Follow up from hospital)
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Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns
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Ensures that updates (e.g., cancellations or additions) are input daily into the schedule. Communicates with staff of any same-day add ons and ensure that all necessary test results are available
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Communicates as needed with physicians/clinicians and other staff about any patient concerns/issues related to scheduling. Consults with appointment scheduling lead/ office manager about any system problems.
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Uses customer service principles and techniques to deal with patients calmly and pleasantly.
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Receives Op reports/medical records and face sheets for all inhouse patients. Inputs demographic data into Kareo and scans all records into EMR.
- Performs other duties as assigned.
Requirements:
Performance Requirements:
Knowledge:
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Knowledge of medical practice protocols related to scheduling appointments.
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Knowledge of practice management scheduling systems and Electronic health records.
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Knowledge of various insurances, familiar with Medicare, HMO and PPO plans and verifying benefits.
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Knowledge of using third-party portals to verify benefits and eligibility
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Knowledge of customer service principles and techniques.
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Knowledge of medical terminology.
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Knowledge of communicating via email and text.
Skills:
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Skill in communicating effectively with physicians/clinicians about scheduling preferences.
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Skill in maintaining multiple providers appointment schedule
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Skill in producing reports about appointment patterns as needed.
Abilities:
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Ability to multitask effectively, dealing with phone calls, in-office patients, staff, and others pleasantly.
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Ability to communicate calmly and clearly with patients about appointments in all circumstances including when they are ill or have an emergency.
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Ability to analyze situations and respond appropriately.
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Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, outlook email, texting software and appropriate practice management software.
Requirements:
Must have a minimum of one year experience in a medical office scheduling or front desk role?
Must have a High School Diploma
Equipment Operated: Standard office equipment with emphasis on telephone and computer computer hardware/software. Must have experience using Electronic Health Record (EHR) and Practice Management software.
Work Environment: Medical office or reception area. Exposure to communicable diseases and other conditions related to clinic setting. Work may be stressful due to a busy office.
Mental/Physical Requirements: Must possess the physical and mental abilities to perform the tasks normally associated with an Appointment Scheduler that is mostly sedentary with some standing, walking, reaching. Periodic stress occurs from handling many calls and dealing with patient requests
