Lead Scheduling Coordinator - Vascular Associates

Under the direction of the Practice Manager, the Lead Scheduling Coordinator participates in the creation of the daily schedule, optimizing block utilization and customer satisfaction.  Participates in the creation of the preadmission testing schedule.  Maintains open communication with all stakeholders.  Acts as a resource for information, policies, and procedures for Scheduling Coordinators. 

PRIMARY RESPONSIBILITIES OF THE POSITION:

Customer service:

• Triage – Answers phones and sends messages to doctors regarding patient requests and concerns.
• Responds to patient requests – prescription needs send prescription renewals to the doctor’s queue.
• Schedules appointments for routine office visits and sick calls

Patient Registration:

• Enters patient registration information in computer in an accurate manner, and verifies discrepancies with patients, front office, insurance companies or hospitals as needed.

Check in / Check out:

• Obtains all necessary patient consents and provides HIPAA information and forms.
• Provides patients with follow up appointments, Clinical Visit Summaries, education documents, diagnostic testing instructions, and directions, as necessary.
• Collects copays and past due balances.  
• Schedules outside appointments / services
• Schedules CT / PET scans, X-Rays, and other diagnostic testing as requested by physician.
• Schedules outside appointments with other specialists
• Performs prior authorization as required for outside appointments.
• Maintains Physician schedule in Medent (and Outlook, if applicable)
• Chart preparation
• Acquires necessary medical records and documents for patient charts from other medical doctors or facilities.
• Follows up on outstanding to-dos and triages.    

Team responsibilities

• Answers phones for all doctors and/or covers for other secretaries as needed. 
• Processes Inbound Faxes for all doctors (in the event of medical records secretary absence)
• Teamwork and Cooperation – Willingness to collaborate with associates, supervisors, and responds willingly to changes in process, assignments. Ability to have a good relationship with others and promote harmony in the office.
• Initiative – Ability to work independently and make sound judgments.
• Work Environment – ability to contribute to a safe and pleasant work environment for all, actively contributing to cleanliness, organization, efficiency, safety, and harmony.

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Education:  High School Diploma or GED required. Associate’s degree preferred. 
• Experience:  2–3 years administrative experience in a hospital or healthcare setting required.
• Windows-based software required, including but not limited to Microsoft Outlook, Excel, PowerPoint and Word.
• Knowledge – Basic knowledge of medical terminology, EMR and scheduling software, basic understanding of medical insurance billing.

PHYSICAL REQUIREMENTS:

• Should be able to push/pull, lift/move 15 lb., be able to perform moderately difficult manual manipulations such as using a keyboard, writing, and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers.  Mobility requirements may include the ability to be stationary at a workstation for a prolonged period of time in addition to being able to squat or be mobile for a reasonable length of time and distance.  Communication requirements include the ability to comprehend the spoken English language in addition to being able to communicate and read the English language.

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, and will prohibit, discrimination on the basis of race, creed, color, religion, sex/gender (including pregnancy), age, national origin, disability (including pregnancy-related conditions), genetic information, predisposition or carrier status, military or veteran status, prior arrest or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, domestic violence victim status, known relationship or association with any member of a protected class, and any other characteristic protected by applicable law violates federal, state and, where applicable, local laws, reproductive health decisions or source of payment, consistent with applicable legislation and to comply with the laws pertaining thereto.

Salary Range:  $18.33-$26.58 /hour                   Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.