Scheduler

The compensation range listed reflects the range Northern Light Health anticipates relying on in setting the wages for the position. The range may not necessarily include all additional compensation elements available, such as differentials, incentive programs and benefits.


Northern Light Mercy Hospital

Department: Ancillary Admin

Position is located: Northern Light South Portland

Work Type: Full Time

Hours Per Week: 40.00

Work Schedule: Variable

Exempt: No

Summary:

Under the supervision of the Supervisor Scheduling and the direction of the Lead Scheduler, the Central Scheduler is responsible for scheduling all ancillary procedures using the Meditech Scheduling software program. This scheduling will be performed for procedures and tests requested at least one day in advance. The incumbent is also responsible and accountable for collecting accurate demographic and insurance information, communication with hospital departments and physician offices concerning patient's schedules and registration information. Compiles, prepares and distributes reports containing individual resource and department schedules, pre-registration activity and statistical data on an as needed basis. The incumbent performs duties and tasks in accordance with performance standards established for the job. The incumbent may have access to highly confidential patient, employee and/or proprietary information, and must handle and protect the information in accordance with hospital and system policies, HIPAA requirements and the highest level of ethical standards. The incumbent is responsible for reporting all security events, potential events, or other security risks to the organization. The incumbent is responsible for participation in and completion of all patient safety initiatives appropriate to the position, and conducts all job responsibilities according to the Mission and Values of the Hospital.

Responsibilities:

1. Maintains strict confidentiality of every patient, medical record, or report.• Discusses only appropriate patient information in public and private areas protecting the confidentiality and dignity of all patients, by actions and words.• Releases only appropriate patient information over the telephone providing for the balance between customer services and confidentiality of all patients.• Maintains patient confidentiality by carefully preparing, collating, or transmitting patient mail via fax or external mail.• Follows hospital policy on release of information regarding all information for the patient admitted for psychiatric, drug rehabilitation or other.2. Consistently provides excellent customer service to all patients, physicians, and medical offices.• Answers phone with a courteous greeting and proper identification in a timely manner.• Receive and forwards message to appropriate departments and/or personnel as needed.• When placing call on hold, returns to the caller at regular intervals to ensure excellent communications.• Follows through to ensure all scheduling requests are either fulfilled or are dealt with in a manner satisfactory to the caller.• Knows the location of registration and is able to direct the caller to all locations for all services provided by Mercy Hospital.• Assertively responds to all complaints and involves the supervisor as necessary.• Exhibits a positive, courteous attitude providing assistance willingly in all aspects of job functions.3. Consistently completes the scheduling process for all Ancillary Tests requested into the Meditech Scheduling Software at least one-day in advance.• Verifies and selects the correct ordering and referring physician and identifies and documents the caller's name in the system.• Selects and/or enters the correct patient, verifying correct name spelling, date of birth, and telephone number.• Obtains and inputs complete patient demographic information including verification of specific insurance as needed.• Selects correct procedure(s) and enters into appropriate time slot insuring absence of any conflicts.• Enters correctly spelled diagnosis and other pertinent information to the appointment detail.• Finalizes and confirms appointment date(s) and time(s) with caller.• Completes scheduling process by taxing or printing patient itinerary and preparation instructions.• Is able to move and cancel procedures accurately.• Is able to browse/view/look up patient, tests, resources, and physicians in an efficient manner.4. Shows ability to prioritize and complete the pre-registrations process for all services in an accurate and timely manner.• Ensures each patient is assigned only one Medical Record number.• Selects appropriate patient type, and patient service code based on the department and service required.• Obtains and inputs complete and accurate:a) Patient demographic information, including verification of existing information of home, next of kin, and employment.b) Verification of insurance, including certificate and group numbers, guarantor, Medicare and Medicaid numbers/eligibility dates and completion of Medicare questionnaire.c) Ordering and referring physician.d) Admitting diagnosis.e) Accident information.• Ensures that all schedules and Patient admissions forms are distributed to the appropriate departments.5. Manages area workloads and assures completion of various work functions.• Reviews pending work and communicates unresolved issues to peers/supervisor prior to breaks and end of shift.• Acts as an equal member of scheduling team to manage, prioritize and complete all office tasks.• Checks frequently and assures voice messages are retrieved and responded to in a timely manner.• Retrieves incoming faxes, distributes and completes fair share.• Demonstrates basic operations skill for telephone, faxes, photocopier, printers, and information systems.• Demonstrates basic inventory knowledge to make sure department is adequately supplied.• Completes individual assigned tasks and assures coverage of these tasks in their absence.• Assures that incoming calls take priority in Central Scheduling.• Refers to operations manuals and reference material as necessary to troubleshoot and resolve equipment and/or software problems.• Consistently maintains departmental standards for quality and quantity of personal work.6. Adheres to and assumes responsibility for maintaining and updating knowledge of all hospital and department policies and procedures.• Routinely reviews communication book and bulletin board and other departmental information sources in order to update and maintain awareness of hospital and department policies and procedures.• Maintains open attitude towards feedback and constructive criticism from supervisor and peers.• Follows dress code policy and wears ID badge at all times when on duty.• Is flexible in adjusting personal work schedule to accommodate department needs.• Demonstrates willingness to adjust time off requests to accommodate department needs.• Maintains good attendance recognizing impact of absenteeism on department operations and peers.• Reports to work on time recognizing the impact of tardiness on department operations and peers.7. Accepts responsibility for further professional development.• Takes personal accountability for attending mandatory hospital inservices and training programs.• Actively contributes ideas and information in department meetings, which could enhance and improve department operations.• Takes personal accountability for professional and personal development seeks out relevant and appropriate resources and/or educational offerings.8. Performs additional duties as required or assigned.

Other Information :

Competencies and Skills

• Behaves with Integrity and Builds Trust: Acts consistently in line with the core values, commitments and rules of conduct. Leads by example and tells the truth. Does what they say they will, when and how they say they will, or communicates an alternate plan.
• Cultivates Respect: Treats others fairly, embraces and values differences, and contributes to a culture of belonging, empowerment, and cooperation.
• Fosters Accountability: Creates and participates in a work environment where people hold themselves and others accountable for processes, results and behaviors. Takes appropriate ownership not only of successes but also mistakes and works to correct them in a timely manner. Demonstrates understanding that we all work as a team and the quality and timeliness of work impacts everyone involved.
• Practices Compassion: Exhibits genuine care for people and is available and ready to help; displays a deep awareness of and strong willingness to relieve the suffering of others.

Education

• Required High School Diploma/General Educational Development (GED)

Working Conditions

• Potential exposure to abusive and/or aggressive people.
• Potential exposure to hazardous materials.
• Potential exposure to noise levels being uncomfortable.
• Potential exposure to noxious odors.
• Potential exposure to very hot or cold temperatures.
• Work with computers, typing, reading or writing.
• Lifting, moving and loading 20 to 30 pounds.
• Prolonged periods of sitting.

Northern Light Mercy Hospital is a nonprofit acute care hospital in Portland, Maine, and a sponsored ministry of the Sisters of Mercy of the Americas. Our work is grounded in compassion, dignity, and service, with a commitment to caring for every member of our community, especially those most in need. At Mercy, people come to work knowing their role matters. Whether at the bedside, in support services, administration, or clinical care, every team member contributes to a culture built on respect, collaboration, and purpose.


We provide a broad range of medical and surgical services, along with multiple primary and specialty care offerings and community-based programs that extend our impact beyond the hospital walls. As a member of Northern Light Health, an integrated statewide health delivery system, employees benefit from the stability, resource, and career pathways of a larger organization while working in a hospital that feels personal and connected. Team members have opportunities to grow professionally, explore new roles, and build long-term careers in an environment focused on quality, innovation, and the well-being of our workforce.


Mercy Hospital is located in Portland, Maine's largest and most vibrant city, offering an exceptional quality of life that attracts people from across the country. Portland is nationally recognized for its food scene, arts and culture, vibrant neighborhoods, and strong sense of community. Within minutes of the city, you can reach beaches, islands, lakes, and mountain trails, with easy access to hiking, skiing, boating, and cycling. The region also offers excellent schools, family-friendly neighborhoods, and easy travel connections through Portland International Jetport and nearby rail service to Boston. Southern Maine blends career opportunity with a lifestyle centered on balance, outdoor recreation, and coastal living, making it an ideal place to live and build a career.

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Portland, Maine, Catholic, Sisters of Mercy, Level 2 NeoNatal Nursery