Patient Access Scheduler III - TMCOne - Wilmot

Patient Access Scheduler III

The Patient Access Scheduler III is responsible for coordinating daily scheduling operations, mentoring team members, and ensuring efficient and accurate scheduling of patient services. This role serves as a liaison between departments, providers, and patients to support timely access to care and optimize workflow efficiency. The Patient Access Scheduler III provides guidance to staff, resolves complex scheduling issues, and supports training and quality assurance initiatives.

Essential Functions:

• Coordinate daily scheduling activities and serve as a point of contact for escalated issues.
• Mentor and train new and existing scheduling staff on procedures, systems, and best practices.
• Monitor scheduling queues and ensure timely and accurate appointment bookings.
• Assist with complex scheduling cases and resolve conflicts involving multiple departments.
• Verify insurance eligibility, benefits, and authorization requirements for scheduled services.
• Ensure compliance with organizational policies, HIPAA, and regulatory requirements.
• Collaborate with clinical departments to optimize scheduling templates and resource utilization.
• Support quality assurance by auditing scheduled appointments and providing feedback.
• Participate in performance improvement initiatives and staff meetings.
• Provide input on staff performance and assist with onboarding and competency assessments.
• Performs related duties as assigned.

Service Area Responsibilities (items may vary by department):

• Maintain patient safety and infection control standards, promoting a safe, therapeutic environment for high-quality care.
• Obtain, secure, and document patient information, including preparing patients for examinations and counseling them by transmitting physician orders.
• Document medical information in the EMR, transcribe orders, and process patient charges as required.
• Perform basic patient care under direction, such as taking vital signs, weighing patients, performing EKGs, assisting with Home Sleep Testing setup, and managing CPAP orders and compliance follow-up.
• Clean and prepare rooms between procedures and discharges; monitor and restock supplies to ensure readiness and productivity.
• Obtain prior authorizations, manage referrals, and assist with the scheduling of procedures and patient appointments.
• Call patients regarding test results, follow-up visits, and missed appointments; make confirmation calls for scheduled procedures.
• Operate office equipment such as personal computers, calculators, fax machines, and copiers as needed to support workflow.
• May work the front desk, check in and check out patients, and perform just-in-time registration when required.
• Perform other related tasks to assist physicians, technologists, clinical staff, and patients across service areas.

Minimum Qualifications:

Education: High school diploma or GED required; vocational training in medical office administration preferred.

Experience: Three (3) years in a healthcare scheduling or patient access role, including 1 year in a lead or mentoring capacity.

Licensure or Certification: Heartsaver CPR certification required within 90 days for specific departments (e.g., Pediatric or Adult Therapies).

Knowledge, Skills, and Abilities:

• Advanced knowledge of scheduling systems, EHR platforms, and insurance verification tools.
• Strong leadership and mentoring abilities.
• Excellent communication and interpersonal skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Attention to detail and commitment to accuracy.
• Proficiency in Microsoft Office and healthcare IT systems.