Centralized Scheduling Coordinator

The Centralized Scheduler is responsible for efficiently managing the scheduling of all diagnostic procedures, in-house cath lab procedures, and Ambulatory Surgery Center (ASC) procedures within the cardiology practice. This role ensures the verification of pre-certifications and optimizes scheduling to maximize productivity while monitoring technician efficiency across all practice locations

Key Responsibilities:

1. Scheduling Management:
   1. Coordinate and schedule all diagnostic tests, in-house cath lab procedures, and ASC procedures.
   2. Ensure accurate and timely scheduling to maximize patient flow and operational efficiency.
   3. Maintain communication with physicians, technicians, and administrative staff to prevent scheduling conflicts.
   4. Utilize software programs across the practice and ASC to manage scheduling efficiently.
2. Precertification and Verification:
   1. Check for medical necessity within the patients' medical records to ensure appropriateness of the scheduled procedures.
   2. Ensure compliance with payer requirements and communicate with insurance companies as needed.
   3. Verify insurance pre-certifications and authorizations before scheduling procedures.
   4. Work closely with the billing team to resolve any authorization or coverage issues.
3. Productivity and Efficiency Monitoring:
   1. Optimize scheduling to ensure maximum utilization of practice resources and personnel.
   2. Track and analyze technician productivity across all practice locations.
   3. Identify and implement process improvements to enhance efficiency and reduce downtime.
4. Communication and Coordination:
   1. Serve as the primary point of contact for scheduling inquiries from patients and referring providers.
   2. Provide clear and professional communication to ensure patients are prepared for their procedures.
   3. Collaborate with clinical and administrative teams to streamline scheduling workflows.
5. Compliance and Documentation:
   1. Maintain accurate records of scheduled procedures, authorizations, and cancellations.
   2. Ensure compliance with HIPAA and other regulatory guidelines related to patient scheduling and data handling.
   3. Regularly update and audit scheduling systems to maintain data integrity.

 Qualifications:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• Minimum of 3 years of experience in medical scheduling, preferably in a cardiology or procedural-based practice.
• Knowledge of medical terminology, diagnostic and interventional cardiology procedures, and insurance authorization processes.
• Proficiency in electronic health record (EHR) and scheduling software.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to multitask and work in a fast-paced environment.

 Key Competencies:

• Scheduling and time management
• Insurance precertification and verification
• Checking medical necessity within patient records
• Process improvement and efficiency
• Attention to detail and accuracy
• Strong customer service skills
• Proficiency in utilizing software programs across the practice and ASC

Working Conditions: This position operates in a professional medical office environment and requires the ability to work with patients, physicians, and administrative staff. Some flexibility in hours may be needed to accommodate practice needs.

Physical Requirements

This position requires full range of body motion. While performing the duties of this job, the employee is regularly required to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to handle or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. 

Equal Employment Opportunity Statement

We provide equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Salary and Benefits

Full-time, Non-Exempt position. Competitive compensation and benefits package to include 401K; a full suite of medical, dental, and ancillary benefits; paid time off, and much more.

The statements contained herein are intended to describe the general nature and level of work performed by the Centralized Scheduling Coordinator, but is not a complete list of the responsibilities, duties, or skills required.  Other duties may be assigned as business needs dictate.  Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.