Position Summary

Schedules appointments for all PrimeCare Health Centers.

Duties and Responsibilities

1. Models PrimeCare’s mission, philosophy and values
2. Has a complete understanding of the scheduling system for scheduling of patients, as well as looking up previous balance to help assist patients.
3. Is proficient in running necessary reports to determined missed appointments, and walk in appointments
4. Removes phones for the answering service
5. Forwards clinics phones to the main scheduling number.
6. Update and uses resource book as a tool for all updates
7. Demonstrates proficiency in using the patient management system
8. Continually updates patient’s demographic information by asking current phone, emergency contact information
9. Asks patient to bring in all of their medications.
10. Verify patient’s PCP to ensure that patient is scheduled with the correct provider
11. If patient’s PCP is not available the day the patient requests an appointment, schedule the patient with another provider in that pod.
12. Needs to be knowledgeable about insurance information in order to answer patient questions
13. Adheres to HIPPA requirements
14. Gives patient correct information regarding appointment times and when to arrive at the health center for their appointments
15. Gives patients accurate information regarding fasting requirements for their tests
16. Takes detailed messages, providing accurate information for the providers and initials the message
17. Gives all messages to the Medical Record’s Coordinator, so that the clinic chart can be pulled in a timely manner
18. Does reminder calls for next day appointments
19. Calls recalls from the monthly recall list
20. Calls all patients from PHO, HMO and missed appointments for routine health maintenance
21. Maintain and organized and clean work environment.
22. Demonstrate initiative and organize your work.
23. Provide at least 2 hours’ notice for an absence or tardiness, by calling the Patient Services Manager or designee
24. No more than 5 days of tardiness or unscheduled absences in one year.
25. Maintain patient confidentiality.
26. Complies with the health center dress code
27. Complies with policies and procedures of the health center regarding cell phone use and internet use.
28. Attends all health in services and educational offerings
29. Reviews memos and minutes of all staff meetings
30. Submits accurate timesheets every Friday before payday.
31. Maintains flexible work schedule
32. Understands the Health Disparities and how it affects the provision of care
33. Participates in QI activities as directed.
34. Enters changes into Medorizon and maintains the on line monthly physician schedule. Checks e-mail daily for any provider changes in the schedule.
35. Translate for providers when requested to
36. Reports complaints and unusual situations to the person in charge.
37. Performs other duties as assigned

Customer Service:

1. All patients are to be treated are to be treated respectfully.
2. Questions are to be answered to the best of your ability, and if you are unsure, you are to take their name, concern and telephone number and give it to the Director of Practice Management or in her absence her designate, to follow up. Never be rude to a patient.
3. Answer phone on 3rd ring with the following greeting: “good morning (or what is appropriate), stating the name of the health center, your name and how can I help you. When finishing the call—say “ it was my pleasure to help you”
4. Always be polite to the caller and if there is a customer that is upset and you cannot handle the situation, find the appropriate person to help them.
5. If the caller must be put on hold, retrieve the call as soon as possible and thank them for waiting.
6. Demonstrate professionalism in all your dealings with patients, providers and fellow staff.
7. Exemplify service to the community and “quality at all levels”
8. Model PrimeCare’s mission, values and philosophy with all of your dealings

Physical Demands

1. Must be able to move around the clinic site 50% of the time.
2. Constantly operates a computer, computer printer, copy machine, and telephone.
3. Occasionally positions self to maintain exertion of physical strength to move objects of 10 pounds from one level to another.
4. Must be able to transport from one site to another.
5. Must be able to cover other shifts as necessary.

Required Knowledge, Experience, or Licensure/Registration

1. Computer knowledge
2. Bilingual in English/Spanish or English/Polish preferred
3. Excellent communication and interpersonal skills
4. Excellent customer service skills
5. Ability to multitask

Comprehensive Health Insurance Benefits through BCBS of IL:

• Health Insurance (HMO/PPO)
• Dental Insurance (HMO/PPO)
• Vision Insurance
• Short/Long-Term Disability Insurance
• Group Life Insurance

Other Benefits Include :

• 403(b) Retirement plan with employer match
• Pension Plan
• Voluntary Life/ AD&D
• Flexible Spending/Dependent Care Accounts
• Annual CME Allowance and CME PTO (Providers Only)
• Paid Time Off
• 1 Floating holiday per calendar year
• 3 Personal days per calendar year
• 7 Holidays per calendar year
• Employee Assistance Program
• Tuition Assistance Program
• Off-the-job Accident Coverage
• Employee Referral Program
• Internal Growth Opportunities

In accordance with Illinois Executive order 2021-20 (COVID-19 No.87) effective on August 26, 2021, in conjunction with the Federal CDC guidelines, COVID vaccinations are now a requirement for PrimeCare Community Health as well as many other Healthcare Organizations. Proof of full vaccination is required prior to the beginning date of employment. If you have a medical or religious contraindication, please inform Human Resources when the offer is extended.

PrimeCare Health is firmly committed to creating a diverse workplace and is proud to provide equal employment opportunities to all applicants. Therefore, PrimeCare does not discriminate on the basis of creed, color, national origin, sex, gender identity, sexual orientation, age, religion, marital or parental status, alienage, disability, political affiliation or belief, military or military discharge status.