Job Summary
Coordinates activities at the Imaging/scheduling desk. Schedules appointments and procedures with Imaging Department. Provides customer service for all clients and visitors.
Essential Job Functions
Job functions are those tasks, duties, and responsibilities that comprise the means of accomplishing the job’s purpose and objectives. Job functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable.
Schedules appointments
- Quickly and accurately schedules imaging appointments, giving accurate prep information.
- Assists with scheduling surgical procedures. Completes pre-activation of surgical patients.
- Schedules stress tests, coordinating with the clinic physician, nurse, and contracted service provider.
- Reschedules clients when the schedule needs to be changed.
- Gives priority to clinic calls for appointments.
- Ensures completeness of patient data to meet needs of physicians and hospital personnel.
- Is knowledgeable of scheduling guideline constraints, coordination issues, and flow of clients.
- Treats all client information as confidential.
- Obtains necessary data from clinics for oncology, urology, and orthopedic consults.
- Updates client re-call list on the computer and schedules those appointments as needed.
- Promotes and maintains good client relationships. Answers phone calls with proper telephone etiquette. Forwards call to proper individuals or takes an accurate, detailed message.
- Returns phone calls in a timely manner.
- Obtains appropriate prior authorization for surgical and imaging appointments.
Other Duties
- Directs clients to specific area for treatment and care.
- Completes all requests in a professional and timely manner.
- Keeps Admitting Team Lead, Revenue Cycle Director, and Specialty Clinic Nurse Manager informed of pertinent information.
- Maintains adequate supplies to perform duties. Requisitions supplies in a cost-effective, conservative manner.
- Maintains an orderly work area.
- Mailroom duties
- Clerical support as needed.
Note: The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Minimum Qualifications
- High school diploma or approved equivalent education required
- Associate's degree or equivalent from two-year college or technical school preferred
- One year of medical office or similar healthcare clerical/customer service experience is required.
Knowledge, Skills & Abilities (KSAs)
- Basic computer and word processing skills.
- Ability to work with multiple phone lines.
- Basic medical terminology and patient scheduling.
- Strong attention to detail and organizational skills.
- Strong written and verbal skills.
- Strong interpersonal human relations skills
- Skilled at incorporating AIDET into customer service/professional practice and ability to work and communicate effectively with patients, families, and others.
- Knowledge of role in patient confidentiality and protecting patient information from unauthorized access, use, or disclosure as defined by HIPAA.
- Ability to respond quickly and decisively to emergency situations and be able to participate in shelter-in-place and disaster response protocols.
- Ability to work with interdisciplinary teams, communicating effectively with patients, families, and healthcare providers.
- Ability to demonstrate the knowledge and skills essential for providing care/assistance to specific patient populations.
Computer Skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook), secure messaging applications, and collaborative tools (e.g.) Microsoft Teams, Google Workspace. Proficiency with Paycom HRIS system and related computer software necessary for this position, i.e. EPIC Scheduling/EHR.
Reasoning & Critical Thinking
Ability to apply logical problem- solving and decision-making skills in both routine and occasionally complex situations. Support clinical teams by anticipating needs and responding to urgent requests with tact and efficiency.
Language & Communication Skills
Ability to read, interpret, and act upon a variety of documents and information sources needed to successfully perform the essential functions of the position. Ability to write routine reports and correspondence. Skilled at communicating information and ideas clearly in both written and verbal formats, adapting tone, style, and messaging for a variety of audiences. Strong communication, customer service, and attention to detail.
Mathematics & Analytical Abilities
Ability to accurately perform basic mathematical calculations in all units of measure using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Standards of Employment
- Understand and adhere to MMHC’s compliance standards as they appear in MMHC’s Compliance Program and related policies.
- Attend all mandatory education programs and demonstrate proficiency related to general safety and regulatory compliance.
- Attend all department-specific training, and demonstrate proficiency related to safety and job-related hazards.
- Understand and follow MMHC procedures for exposure control / blood borne and airborne pathogens.
- Comply with all relevant MMHC policies, procedures, guidelines, and all other regulatory standards and requirements.
- Attire is neat, clean, and appropriate for the work environment according to MMHC policy.
- Wear proper identification while on duty.
- Maintain confidentiality of all hospital and patient information at all times.
- Report to work on time and maintain defined standards for attendance.
- Attend mandatory meetings.
- Able to perform essential job duties that meet job performance expectations and organizational standards while upholding MMHC mission and values.
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 job functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move (push/pull) up to 25 pounds and occasionally lift and/or move up to 35 pounds. Lifting/and or moving of more than 35 pounds shall require the use of an assistive device or team member assist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to meet physical demands of rural hospital/clinic work, including during emergency situations and/or disaster protocols.
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. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; needles or sharps; the challenges of variable hours, shifting resources, and work situations inherent in CAH/rural settings; Hazards and/or Biohazard Medications; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; risk of electric shock and radiation; bloodborne pathogens and exposed to latex. The noise level in the work environment is usually moderate.
