Scheduler

The essential duties and responsibilities of this position are:

• Answers all incoming calls and messages and assesses the message's priority level and need to appropriately answer the inquiries, take a message and return a call, or direct to other clinic personnel.

• Obtains and communicates messages accurately and in a timely manner.

• Efficiently schedules patients in the computer system according to provider and office guidelines.

• Ensures patients accounts are up to date with accurate demographics, preferences and records before and in-between appointments.

• Cancels or reschedules appointments based on physician schedule changes or patient notices and notifies relevant clinic personnel of the change.

• Maintains their assigned provider or resource specific orders queue by accurately and efficiently scheduling orders entered by our medical staff, requiring multi-tasking and attention to detail and processes.

• Communicates physician schedule changes to appropriate coworkers.

• Demonstrates understanding of patient confidentiality to protect both patients and the clinic/practice.

• Follows policies and procedures of all relevant departments and workflows.

• Covers other front office functions as requested.

• Prepares correspondence, memos, forms, and other documents as requested by supervisor or medical staff.

• Coordinates internally to gather necessary pre-certifications or authorizations as required.

• Communicates with patients about scheduled items, including potential prep work needed, and gathers required patient information for our systems or the scheduling of appointments internal or external.

• May coordinate to schedule external appointments with hospitals, clinics and organizations for established patients.

• Schedules and completes paperwork associated with referrals sent by our medical staff.

• Has a basic understanding of medical terminology related to tests and surgical procedures, including coding, and can look up codes specific to diagnoses, surgeries, and scheduling procedures.

• Appropriately maintains patient accounts in the EMR and PMS systems.

• Collaborates with healthcare providers to optimize appointment availability and patient flow.

• Remains current on all compliance requirements and in part, demonstrates knowledge of Adheres to confidentiality, state, federal, and HIPPA (Health Insurance Portability and Accountability Act) laws and guidelines with regards to patient's records and information.

• Attends required, applicable meetings.

• Remains current on all compliance requirements.

• Ensures all applicable policies and procedures of the company and Network are followed.

• Other duties as requested or assigned including coverage within the department.

• Performs other tasks as reasonably requested by a provider or member of the Management Team, as applicable to the role.

Basic Work Requirements:

• Ability to work in a fast-paced environment for long periods of time while seating and viewing computer monitors.

• Ability to perform basic computer functions and is familiar with Microsoft Office Applications.

• Ability to enter data into various electronic systems while maintaining the integrity and accuracy of the data.

• Ability to type a minimum of 40 wpm is preferred.

• Ability to operate a multiline phone system and utilize appropriate phone etiquette.

• Knowledge of medical terminology and familiarity with ICD10 codes is preferred.

• Possesses strong customer service skills and professionalism.

Education/Training:

• High school diploma or equivalent required.

• Minimum three years office experience, preferably in a medical office setting.

Experience:

• Must have excellent communication skills, written and verbal. Proficiency in Microsoft Office (Outlook, Word, Excel) required.

• Experience in EMR and or PMS systems a plus.

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 functions. Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies. Occasionally lifting files or paper weighing up to 30 pounds. Requires manual dexterity sufficient to operate a keyboard, calculator, telephone, copier and other office equipment. Vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts. It is necessary to view and type on computer screens for prolonged periods of time.

Competencies:

• Uses Technical and Functional Experience: Possesses up to date knowledge of the profession and industry; is regarded as an expert in the technical/functional area; accesses and uses other expert resources when appropriate.

• Demonstrates Adaptability: Handles day to day work challenges confidently; is willing and able to adjust to multiple demands, shifting priorities, ambiguity and rapid change; shows resilience inn the face of constraints, frustrations, or adversity; demonstrates flexibility.

• Uses Sound Judgment: Makes timely, cost effective and sound decisions; makes decisions under conditions of uncertainty.

• Shows Work Commitment: Sets high standards of performance; pursues aggressive goals and works efficiently to achieve them.

• Demonstrates Team-Oriented Characteristics: Fosters a positive and productive team environment by working effectively with others and offering help when able.

• Commits to Quality: Emphasizes the need to deliver quality products and/or services; defines standards for quality and evaluated products, processes, and service against those standards; manages quality; improves efficiencies.

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. Exposure to communicable diseases, toxic substances, medical preparations and other conditions common to an oncology/hematology clinic environment may occur. Work is performed in an office environment. Requires comfort in working in a team environment and having frequent interaction with staff, patients, visitors, and physicians.