Shenandoah Soundstart, LLC is looking for an experienced professional, energetic, detail oriented, organized, and driven team player to join our team in a Scheduling Coordinator role. This role is a full-time 40 hours/week position. We are specifically seeking candidates looking to play a major role in a small family-owned private practice for children with disabilities to oversee the scheduling of patients of up 10-20 providers. The right person for this role has a proven track record in overseeing scheduling, pays attention to details, catches and resolves errors quickly, and has excellent communication with staff and families. This role has a ton of opportunity, growth potential, and for the right person a career trajectory!

Our ideal team member is someone that works extremely efficiently, brings strong expertise in scheduling and front desk duties, and is driven by being part of a purpose-driven pediatric therapy business model.

Please be aware this is an scheduling managerial role for someone with a proven track record of at least five years in medical scheduling for 10 providers. We are seeking candidates who are natural self-starters with strong attention to detail, the ability to multi-task, and have excellent customer service.

We expect a lot, and we reward hard work. Our practice is growing at great speed, and the right candidate will thrive in this vibrant, fast-paced environment. This candidate must not be afraid to do anything related to scheduling, marketing, cleaning, customer service, collections, etc.

Responsibilities/Skillset:

• Greets patients and visitors to the practice
• Oversees scheduling of all providers
• Assigns tasks to schedulers/ handles scheduling issues that may arise
• Registers patients in the practice management system which may mean entering information given verbally or on registration forms
• Collects identification and insurance cards and copies or scans them for the record, may photograph the patient for the record
• May collect co-pays and deductibles
• Has patient sign financial agreement, receipt of privacy policy, benefits assignment, etc. and has the ability to explain all of the company polices/procedures.
• Proficient in answering phone calls, taking messages and making appointments
• Directs visitors appropriately

Medical Records

• Primary responsibility for the integrity and management of the medical record, whether paper or electronic
• Controls record filing (paper) or indexing (electronic)
• Fulfills requests by patients, attorneys, insurance companies, and social security for release of records
• May manage paper faxes and messages by attaching to charts and delivering to provider
• May prepare paper charts for chart audits by payers or others
• Complies with all HIPAA regulations to protect patient information.

Referrals

• Reviews orders written by providers and determines what procedures may be performed based on patient’s insurance
• May provide the patient with information about the evaluation or therapy cost and what the patient’s financial responsibility is estimated to be
• Checks to assure the patient has prior-authorization
• Communicates with the authorization and billing departments to maximize efficiency
• Schedules same-day and on-going appointments for families
• Provides the patient with information about new evaluation appointments

General

• You are not afraid to get your hands dirty and will do any job from scrubbing floors to patient intake calls to advance the progress of the company
• You are compassionate- we work with children with developmental delays and their families.
• You are a driven go-getter who wants to contribute at the highest level.
• You are punctual, reliable, and your actions match your words.
• You are naturally approachable, positive, and level-headed. People like working with you because you know how to have fun while being task-oriented and delivering results.
• Strong oral and written communication.
• Extremely detail-oriented you minimize mistakes because you care about getting it right.
• You like to work extremely hard. You aren't watching the clock because there is always more that needs to be done, and you like that.
• You treat any company you work for as if it was your own with a drive and ambition to create at the highest level
• You are the epitome of a creator, a doer, a leader, & most importantly an effective communicator
• You have a familiarity with healthcare insurance and basic insurance jargon.
• You are purpose-driven and driven by making a difference
• You have natural salesmanship and are able to deliver the highest customer service and overcome obstacles seamlessly
• Create and maintain an incredible work culture that stimulates staff enthusiasm, collaboration, and rapport between colleagues.
• Create and maintain an incredible patient experience and culture that stimulates positive reviews and referral growth.
• Collaborate and report to the executive leadership team to ensure all operations are functioning at the highest level and support any projects, activities, and responsibilities that further the progress of the clinic.
• Facilitate the intake, customer service, and patient onboarding experience to increase patient census, scheduling, and overall growth
• Ensure therapists are well supported by maintaining inventory through collaboration with staff and clinic leads.
• Answer inbound phone calls from clients and potential clients.
• And any additional duties that the leadership team assigns as appropriate.

Requirements:

• Extremely intelligent and detail-oriented
• Strong work ethic
• Outgoing personality with excellent communication skills (written, verbal, interpersonal)
• Does not get rattled easy and incredible at multitasking
• Results-oriented
• Strong efficiency skills and ability to communicate system changes, train, and implement improvements with the team
• EMR Experience
• Extremely strong technology and computer skills