Scheduler - Clinics

Cancer Specialists of North Florida

Scheduler

Job Description

Job Title:             Scheduler 

Department:      Clinics

Reports To:         Practice Manager or Practice Administrator

FLSA Status:       Non-Exempt

Summary:

The Scheduler is responsible for scheduling patient appointments and tests in an efficient and timely manner. This position answers and directs incoming phone calls, handles new patient referrals, collects out-of-pocket visit fees, and obtains and enters all authorization and correspondence pertaining to referrals into appropriate computer systems and patient charts. In addition to these tasks, the Scheduler also maintains the primary office scheduling book for all physicians, meetings, rounding, and call coverage.

Essential Duties and Responsibilities include the following:

• Answers and directs all incoming calls to appropriate personnel based on the caller’s needs; obtains and communicates messages in an accurate and timely manner
• Schedules new patients and return appointments in computer system; cancels or reschedules appointments; notifies personnel of changes when necessary
• Obtains and enters all authorization and correspondence relating to referrals in patient charts and computers
• Schedules all outpatient appointments and/or testing; schedules hospital admissions upon request
• Obtains all necessary pre-certifications as required
• Handles all new patient referrals; gathers new patient information and assigns account numbers
• Collects co-pays, deductibles, and other out-of-pocket fees at time of visit
• Maintains primary office scheduling book containing physician meetings, satellite schedule, rounding, and call coverage
• Provides patients with accurate and legible appointment cards
• Documents “no shows” in patient charts for missed visits; follows up with patients to reschedule any missed appointments
• Arranges for patient financial counseling as needed
• Prepares correspondence, memos, or any other forms as requested by supervisor
• Covers other front office functions as needed
• All other duties as assigned

Additional Skills and Abilities:

• General knowledge of office practices, organization procedures, and medical terminology
• Proficiency in computer software applications, including Microsoft Dynamics software, Microsoft Excel Spreadsheet software, Microsoft WORD Processing software, EMR/EHR software, and Internet programs
• Ability to read, understand, and follow oral and written instructions
• Strong organizational skills
• Ability to communicate both effectively and professionally with location staff and patients
• Ability to maintain strict confidentiality of practice and/or patient information

Supervisory Responsibilities:

None

Education and/or Experience:

• High school diploma or equivalent
• Minimum of one year of office experience, preferably in a medical office setting

Certificates, Licenses, Registrations:

None

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.  Requires full range of body motion including manual and finger dexterity and eye-hand coordination.  Requires standing/sitting for extensive periods of time.   Occasionally lifts and carries items weighting up to 40 pounds.  Requires corrected vision and hearing to normal range.

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.  Requires exposure to communicable diseases, medical preparations, and other condition common to an oncology/hematology/radiation clinic environment.  Requires frequent interaction with patients, families, physicians, clinical staff, and external agencies and organizations.