201570 - WMCH-Central Scheduler

Central Scheduler

The Central Scheduler schedules appointments and pre-registers patients for outpatient tests and procedures. Coordinates, screens and provides information to patients, physicians, hospital staff and departments, and office personnel regarding appointment scheduling and preparation for outpatient testing procedures according to established Weirton Medical Center policies and procedures.

MINIMUM QUALIFICATIONS :

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High school diploma or equivalent.

EXPERIENCE:

1. Two (2) years of clerical experience.

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

1. Under the supervision of the Manager of Patient Access, the central scheduler is responsible for efficient, expedient and accurate procedure scheduling.

2. Indicates whether the physicians order has been faxed or given to the patient in the pre-registration comments.

3. Maintains an awareness of physicians on the delinquent list and does not schedule invasive procedures for those physicians until they are cleared from the list.

4. Keeps Manager advised of problems with physicians, physician's office staff and patients.

5. Assures that all protocols are followed for scheduled tests.

6. During scheduled or unexpected system downtime, follows system downtime procedures to assure that the following occur:

• Schedules exam appointments, screens [allergies, meds, and pertinent medical history] as appropriate.
• Coordinates multi-modality or multi-departmental exams for patient prep and compatibility and ensures there are no conflicts in the sequence of exams scheduled and testing preparations.
• Assesses information and tests across multiple modalities in department and any associated hospital staff and department. Provides documentation of patient screening information and all paperwork necessary for exams to appropriate personnel.
• Directs patients to bring previous outside films when warranted. Confirms scheduled screening mammography exams are ordered at appropriate yearly intervals and investigates those prior to exactly one year.
• Receives physician written order for scheduled exam(s) and verifies the written order matches scheduled exam. Communicates and resolves any discrepancies prior to patient's arrival.
• Obtains department or supervisory approval for any scheduling outside of established timeframes and guidelines
• Distributes printed schedules, charts, etc, to ancillary departments, as appropriate.

7. Maintains a level of professionalism when working with the hospital departments, physicians, physicians' office staff and patients.

8. Demonstrates high standards in telephone etiquette, which includes but not limited to communicating in a clear, friendly and professional manner.

9. Represents Weirton Medical Center in a professional, courteous and competent manner. Uses tact and good judgment in dealing with patients, families, and physicians.

10. Follows departmental dress code and maintains patient confidentiality.

11. Maintains Medicare Compliance with regard to Medical Necessity when scheduling procedures. Screens every Medicare outpatient service via Invision LMRP software for Medical Necessity prior to registration.

12. Advises all patients and/or guarantors of deductible, co-pay, and co-insurance responsibility that is expected to be paid at time of service.

13. Responsible to complete and forward the "Self Pay Arrangements" form to the Financial Counselors in a timely manner.

14. Assures that scheduled procedures are verified and pre-certified with insurance companies.

15. Assures that patient demographics have been reviewed with the patient when scheduling a procedure.

16. Follows registration/receptionist responsibilities when applicable.

17. Responsible to maintain a receipt log of all faxed orders received daily.

18. Performs other duties as assigned by the Manager or Director.

19. Contributes to positive outcomes and meeting the cultural expectations of the organization by exhibiting professional behavior and expertise in the development and utilization of quality improvement tools.

20. Monitors adherence and compliance to Weirton Medical Center standards, directives, regulatory requirements and other guidance that mandates requirements governing such processes.

21. This position also works to ensure that financial performance objectives are achieved that are related to revenue cycle initiatives.

22. The ability to communicate effectively with all types of people at all levels is critical. This position is expected to provide the leadership needed to promote a team work environment.

23. Adheres to, and enforces all hospital and department policies, safety measures and standards which includes department's Joint Commission readiness and complies with HIPAA, EMTALA, Medicare, Insurance Guidelines, and other Federal/State regulations related to privacy and billing.

24. Keeps abreast of, and is a resource for software used in Central Scheduling.

25. Enhances professional growth and development through participation in educational classes, committees, literature and workshops.

26. Demonstrates by attitude and action recognition of the importance of interaction with co-workers, other departments, and outside entities. Communicates effectively and respectfully and works as a team member, helping others as needed to contribute to the overall success of Weirton Medical Center.

27. Ensures that services provided are in accordance with State and Federal regulations, Organizational policy, and accreditation/compliance requirements.

28. Engages in continuous study of the entire professional field, including best practices, to maintain the professional competence, knowledge and skills necessary for the satisfactory performance of all assigned responsibilities. Completes required continuous training and education, including department specific requirements.

29. Provides and gives professional, cooperative and courteous service to patients, visitors, telephone callers, medical/dental staff, and fellow employees, while maintaining confidentiality of patient, employee and hospital information at all times.

30. Each employee has a fundamental responsibility to safeguard patients' rights and demonstrate respect for such patient needs as confidentiality, privacy, security, complaint resolution, spiritual counseling, and communication.

31. Attends in-services and other educational programs as required.

32. Attends and participates actively in a minimum of six staff meetings annually.

33. Determines areas of self improvement; writes goals on performance appraisal.

PHYSICAL REQUIREMENTS: 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.

1. Ability to sit for extended periods of time.

WORKING 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.

1. Standard office environment.

SKILLS AND ABILITIES:

1. Excellent written and verbal communication skills.

2. Strong analytical and problem solving skills.

3. Knowledge of manager care policies and authorization processes.

Additional Job Description:

Scheduled Weekly Hours: 40

Shift:

Exempt/Non-Exempt: United States of America (Non-Exempt)

Company: WMCH Weirton Medical Center

Cost Center: 550 WMCH Scheduling Call Center

Address: 601 Colliers Way Weirton West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.