POSITION DETAILS

Part-time with benefits; 64 hours per two week pay period; Monday through Friday day shift from 8am to 2:30pm; flexibility to work later in the day to meet the needs of the department; in house required with potential for hybrid work in the future.

JOB SUMMARY

The Scheduling Specialist is responsible for providing scheduling support for various departments of the hospital, providing excellent customer service on the phone and in person; gathering demographic information, securing third party, financial and guarantor information, making appointments for patients according to established protocols; obtain and verifying patients health insurance, and adhering to all applicable policies/procedures regarding proper patient identification, notification of patient’s rights & responsibilities, and hospital privacy practices. This position is considered a crucial link between the patient and the services provided by clinical and support staff of the hospital. This position is responsible for answering patient calls, transcribing provider orders into EMR, scheduling exams according to protocol and ensures all hospital services can be accessed and scheduled with a single point of contact.

MAJOR JOB FUNCTION

1. Demonstrates the skills of effective communication, decision-making and organization to ensure efficient job performance and job success.
   1. Daily work is accomplished with minimal direct supervision and work priorities are set in order to accomplish task/goals.
   2. Confidential matters are handled appropriately.
   3. Sound judgment is consistently demonstrated as to when to involve physician or other healthcare professionals in the pre-authorization or denial process.
2. Provides high-level customer service to both referring physicians as well as referred patients.
   1. Ensures that outside orders received are transcribed into the EMR.
   2. Ensures that exams are scheduled in an efficient and timely fashion.
   3. Establishes positive relationships with referring physicians’ offices.
   4. Maintains excellent working relationship with all clinic staff.
   5. Practice/procedure changes are implemented in a timely and correct manner.
3. Contributes to the financial effectiveness (success) of the hospital by: 1) Securing guarantor information 2) Obtaining current third party information, insurance cards as appropriate, and distributing such information appropriately.
4. Verifies and enters insurance information while following the hospitals guidelines.
5. Maintains a working knowledge of available information system capabilities and performs all system applications that are required.
6. Maintains current working knowledge; adheres to TH and departmental policies and procedures.
   1. Contributes to adequate staffing of department by reporting to work at scheduled time and by demonstrating the ability adjust their personal work schedule to meet the department/hospital needs.
   2. Is required to attend 80% of all departmental meetings. Participated in appropriate in-services and competency testing.
7. Provides service in a professional and courteous manner.
   1. Workspace is maintained in an organized and professional manner.
   2. Courteous and professional demeanor is demonstrated at all times.
8. Able to adapt to change quickly and accept change positively.
9. Performs other duties as assigned including backup to other department positions.

STANDARDS OF BEHAVIOR

1. WORK ETHICS STANDARD: Affirm a commitment to making the Tomah Health work environment better through: patient advocacy, continuing education, and valuation of each individual person.
2. COMMUNICATION STANDARD: Affirm a commitment to use open and honest communication with all Tomah Health customers (in-house & community-wide) through: basic customer courtesy (phone, written, face to face) and active listening.
3. TEAMWORK STANDARD: Affirm a commitment to be a proud, dependable Tomah Health TEAM member through: basic customer courtesy, patient advocacy, flexibility, and valuation of each individual person.
4. QUALITY STANDARD: Affirm a commitment to provide respectful, compassionate, quality care with integrity to all Tomah Health customers (in-house & community-wide) through: job excellence, patient advocacy, and self-dignity.
5. PROFESSIONALISM STANDARD: Affirm a commitment to professional conduct towards all Tomah Health customers (in-house & community-wide) through: collaboration, teamwork, appearance, environment, and valuation of each individual person.
6. ATTITUDE STANDARD: Affirm a commitment to maintain a positive, professional perspective towards all Tomah Health customers (in-house & community-wide) through: honest feedback, confidentiality, basic customer courtesy, and valuation of each individual person.

EDUCATIONAL REQUIREMENTS

1. High School diploma or equivalent required. Post high school coursework in a related field desired.
2. Advanced training in medical terminology, insurance plans or healthcare operations is highly preferred.
3. Minimum of two years of experience in healthcare financial or healthcare services desired.

QUALIFICATIONS/SKILLS

1. Excellent customer service skills required.
2. Excellent verbal and written communication skills including proper grammar and punctuation.
3. Experience in admitting, billing or healthcare industry preferred.
4. Proficient computer skills, to include spreadsheets and word document software, and 10 key adding machine skills required.

JOB REQUIREMENTS

1. Duties require normal vision and hearing for both telephone/customer service and computer work.
2. Position involves frequent prolonged typing while sitting in one position for prolonged periods.
3. Must be able to lift up to 15 pounds at times.