Scheduling Coordinator II- Glenville

The Scheduling Coordinator II is responsible for the coordination of business office activities. This position involves knowledge of all computer software programs which are utilized in daily operations. The Scheduling Coordinator II may be called upon to perform registration and check-out in addition to scheduling. Responsible for performing staff training and, when needed, supervision of the above functions. The Scheduling Coordinator II should also be prepared to work on special assignments as requested by the practice manager and keep the manager up to date with daily occurrences in the office. Scheduling Coordinator II will be responsible for activities such as preauthorization, participating in Quality Measures and coordinating referrals. Responsible for any other additional duties assigned by the practice manager.

PRIMARY RESPONSIBILITIES OF THE POSITION

• Scheduling of appointments for the practice.
• Check in/ Check out registration.
• Maintain the flow of the front desk.
• Scan/Preload into EMR.
• Screening patients/visitors for COVID symptoms and temperature.
• Prior authorization, monitoring and follow up on lab tests and imaging studies.
• Cash reconciliation at end of business.
• Prepping all encounters includes obtaining and scanning records as needed.
• Receiving and documenting within the EMR all messages.
• Obtaining and delivering daily mail.
• Maintains the majority of scanning of documents into EMR.
• Maintains both incoming and outgoing electronic referrals.
• Assisting clinical staff in obtaining records as needed.
• Sends no-show letters and documents in EMR.
• Appropriately completes disability paperwork.
• Gathers all information required for Worker’s Compensation visits before they visit.
• Excellent person-to-person skills: listening, speaking and interacting styles that are friendly, courteous and appropriate in a variety of settings.
• Positive attitude: ability to maintain and communicate an optimistic state of mind.
• Ability to manage multiple tasks and receive work direction from multiple people.
• Demonstrating an ability to work with confidential information and to maintain strict confidentiality is essential. Willingness and flexibility to change hours as needed and on short notice, as well as float throughout EMG practices.
• Excellent communication with the patients, physicians, staff, other offices, and other hospital departments while maintaining a high degree of professionalism and positive customer relations is vital. Delivers excellent customer service to all.
• Goals include optimizing all schedules and appointments of all modalities, meeting department objectives.
• Accuracy of patient registration, verification of demographics, insurance and financial information.
• Coordination of referrals both internally and externally.
• Required to cross train and support all programs and other duties assigned to them when needed.
• Performs duties as a clerical coordinator when needed
• Performance of care team duties and all other duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENT(S)

• A high school diploma required or equivalent required.
• A minimum of two (2) years of experience in an office setting
• An Associate’s Degree in a Healthcare Discipline with 3–5 years of experience in a healthcare setting is preferred.
• Excellent communication skills and ability to interact with a variety of people, including hospital administration, staff, and physicians
• Customer service-oriented attitude and behavior.

PHYSICAL REQUIREMENTS

The position is located indoors under normal working conditions. Should be able to push/pull 25 lb., lift/move 15 lb. from floor to table, be able to perform moderately difficult manual manipulations such as using a keyboard, writing and filing, must be able to perform tasks which require hand-eye coordination, such as data entry, typing and using photo copiers. Mobility requirements may include the ability to sit at a computer terminal or work station for a prolonged period of time, in addition to being able to squat, stand and walk for a reasonable length of time and distance. Sensory requirements include the ability to articulate and comprehend the spoken English language in addition to being able to read the English language.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, and will prohibit, discrimination on the basis of race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws , reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto.

Salary Range: $17.46-$25.32 /hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.

ELLIS MEDICINE

POSITION DESCRIPTION

TITLE: SCHEDULING COORDINATOR II

DEPARTMENT: EMG

REPORTS TO: PRACTICE MANAGER

SECTION I:

BASIC FUNCTION:

The Scheduling Coordinator II is responsible for the coordination of business office activity. This position involves knowledge of all computer software programs, which are utilized in daily operations. The Scheduling Coordinator II may be called upon to perform registration and check out in addition to scheduling. Responsible for performing staff training and when needed, supervision of above functions. The Scheduling Coordinator II should also be prepared to work on special assignments as requested by the practice manager and keep manager up to date with daily occurrences in the office. Scheduling Coordinator II will be responsible for activities such as preauthorization. Participate in Quality Measures and Coordinate Referrals. Responsible for any other additional duties assigned by the practice manager.

SECTION II:

EDUCATION AND EXPERIENCE REQUIREMENT(S)

• High School diploma required or equivalent required.
• A minimum of two (2) years’ experience in an office setting
• Associate’s Degree in a Healthcare Discipline with 3-5 years’ experience in a healthcare setting is preferred).
• Excellent communication skills and ability to interact with a variety of people including hospital administration, staff, and physicians

SECTION III

PHYSICAL REQUIREMENTS

The position is located indoors under normal working conditions. Should be able to push/pull 25 lbs., lift/move 15 lbs. from floor to table, be able to perform moderately difficult manual manipulations such as using a keyboard, writing, and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photocopiers. Mobility requirements may include the ability to sit at a computer terminal or work station for a prolonged period of time in addition to being able to squat, stand and walk for a reasonable length of time and distance.

SECTION IV:

PRIMARY RESPONSBILITIES OF THE POSITION

• Maintain flow of the front desk.
• Prepping all encounters including obtaining and scanning records as needed.
• Receiving and documenting within the EMR all messages .
• Obtaining and delivering daily mail.
• Maintains majority of scanning of documents into EMR.
• Appropriately completes disability paperwork .
• Gathers all information required for Worker’s Compensation visits before visit.
• Demonstrates ability to work with confidential information and to maintain strict confidentiality is essential. Willingness and flexibility to change hours as needed and on short notice as well as float throughout EMG practices.
• Excellent communication with the patients, physician’s, staff, other offices, and other hospital departments while maintaining high degree of professionalism and positive customer relations is vital. Delivers excellent customer service to all.
• SECTION V:

ADDITIONAL NOTES:_____________________________________________________________________

________________________________________________________________________

SECTION VI:

Date: 5/21/2015

Prepared By: Jennifer Stevens , Operations Manager

Approved By: Kim Trombly, RN, Senior Director of Nursing, EMG and Surgical Services Physician Group

Dates Revised: 5/13/2021, 7/19/2022