Unit Clerk

POSITION TITLE

Department: Administration

Reports to: Administrator

POSITION SUMMARY

The Unit Secretary/Scheduler plays a critical role in supporting patient care by coordinating appointments, obtaining necessary authorizations, arranging transportation, and serving as a liaison between patients, providers, and specialty offices. This position requires excellent organizational skills, attention to detail, and strong communication abilities to ensure seamless scheduling and authorization processes for patients across multiple specialties.

POSITION RELATIONSHIP

As Unit Secretary/Scheduler, you are delegated the authority, responsibility, and accountability necessary for carrying out your assigned duties.

QUALIFICATIONS

1.PROFESSIONAL

a. Ability to communicate, keep order and enforce safety rules

b. Ability to work well with those who have physical or mental limitations

c. High school diploma or equivalent required; medical office or healthcare administration coursework preferred.

d. Previous receptionist experience is desirable

e. Minimum 1–2 years of experience in a medical office, hospital, or healthcare setting.

f. Experience with scheduling, insurance authorizations, or referrals strongly preferred.

g. Knowledge of medical terminology and healthcare insurance processes.

2.PERSONAL

a. Must have strong communication and customer service skills, both oral and written

b. Must have strong organizational and multitasking skills.

c .Must have knowledge and awareness of the care needs of the elderly and/or chronically ill.

d. Must have basic computer skills, proficient in electronic health records (EHR) and scheduling software

e. Must be fully vaccinated for COVID 19

3.POSITION RESPONSIBILITIES

a. Schedule patient appointments with physicians, specialists (e.g., orthopedics, urology, cardiology), diagnostic testing centers, and other healthcare providers.

b.Coordinate and schedule patient transportation as needed.

c. Manage scheduling requests from physicians, nurses, and other healthcare team members promptly and accurately.

d. Obtain prior authorizations for office visits, diagnostic testing, specialty consultations, and procedures.

e. Submit and track authorization requests with insurance companies and payors.

f. Ensure all required documentation is completed, filed, and available prior to appointments.

g. Contact patients, providers, and specialty offices to confirm appointments and relay necessary instructions.

h. Follow up on pending authorizations and reschedule appointments if delays occur.

i. Serve as the primary point of contact for questions regarding appointment status, referrals, and authorizations.

j. Maintain accurate and up-to-date scheduling logs and patient records.

k. Answer phones, route calls, and respond to messages in a timely manner.

l. Collaborate with clinical and administrative staff to ensure smooth patient flow.

Core Competencies

• Accuracy and attention to detail.
• Ability to work in a fast-paced environment and handle high call volumes.
• Strong problem-solving and follow-up skills.
• Professional and compassionate demeanor with patients and staff.

Work Environment

• Office or clinic-based environment.
• Frequent phone communication with patients, providers, and insurance companies.
• Regular collaboration with healthcare providers, nurses, and administrative staff.

PHYSICAL CAPACITIES:

• Must be able to move intermittently throughout the workday.
• Must be able to speak and write the English language in an understandable manner.
• Must be able to cope with the mental and emotional stress of the position.
• Must be able to see and hear or use prosthetics that will enable these senses to function adequately to ensure that the requirements of this position can be fully met.
• Must function independently and have flexibility, personal integrity, and the ability to work effectively with resident personnel, and support agencies.
• Must meet the general health requirements set forth by the policies of this facility, which include a medical and physical examination.
• Must be able to push, pull, move, and/or lift a minimum of 50 (fifty) pounds to a minimum height of 4 (four) feet and be able to push, move, and/or carry such weight a minimum distance of 2 (two) feet.
• May be necessary to assist in the evacuation of residents during emergency situations.