Procedure Scheduler

JOB DESCRIPTION: PROCEDURE SCHEDULER

REPORTS TO:  Scheduling Supervisor

DEFINITION OF POSITION:    Under supervision of the Scheduling Supervisor, the procedure scheduler schedules patient appointments using a digital telephone system that includes a specific scheduling phone queue; gives appointment and preparation information to patients and facilities; performs routine clerical work such as typing, file maintenance and retrieval, patient scheduling, chart maintenance.

IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees.  Safe working conditions are a top priority.  Our goal through the support of physicians, administration and staff is to create a culture of ergonomic safety.  Staff is encouraged to ask for assistance when moving patients or heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Site Administrator to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff is encouraged to wear nonskid footwear, remove, or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas

RESPONSIBILITIES:
 
1.    Associate with patients in a friendly manner
2.    Logs into phone system scheduling queue to receive calls
3.    Receives patient phone calls and physician referrals to set up appointments
4.    Receives and screens urgency of calls, voicemail
5.    Answers questions and gives information directly, or on the telephone within the scope of his/her knowledge
6.    Manage electronic Referral Queues for all offices
7.    Document contact with patients on each electronic referral
8.    Communicate to Referring Physician if unable to reach/schedule patient
9.    Inactivate New Patient if unable to schedule, file referral records in archive
10.    Route referral records to appropriate place after schedule process complete
11.    Request Medical Records from referring physician offices
12.    Schedule appointments, procedures, radiology, and GI related exams
13.    Have an understanding of multiple insurances to schedule appropriately
14.    Obtain and enter correct demographic and insurance information from patients
15.    Use Pre-assessment checklist when scheduling all procedures
16.    Give appropriate patient scheduling information to all facilities and documents out-patient case numbers
17.    Give appropriate preparation instructions to patients and pharmacies for patients upcoming procedure
14.    Demonstrates ability to operate and maintain copy machine, credit card machine, and facsimile machine.
15.    Maintains various office files, patient information packets and patient chart/records
16.    Retrieves patient records from Quick Charts and CD Web
17.    Calls on Nursing for assistance with appointment availability, recall indications and clinical patient education of procedures or tests
18.    Maintains HIPAA compliance (patient privacy)
19.    Assists in keeping staff lounge neat
20.    Utilizes Microsoft Outlook email for non-patient correspondence and Allscripts email for patient care correspondence/documentation.  
21.    Demonstrates respect of IGA policies for security, privacy and confidentiality while using IGA equipment
22.    Immediately reports any network, hardware or software malfunction to the Director of IT or Supervisors
23.    Templates MD schedules in Allscripts P.M. as assigned
24.    Monitors schedules for cancellations and adjusts schedule
25.    Communicates pertinent information to others
26.    Follows personnel policies contained within the IGA personnel manual
27.    Other duties as assigned

QUALIFICATIONS:

•    High School graduate preferred
•    Able to read, write and communicate and present a neat professional appearance
•    Create a good impression as a friendly, empathetic, efficient individual as this position has the first contact, phone or face-to-face, with the patient
•    Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required
•    Demonstrate effective communication with physicians and co-workers
•    Able to maintain and comply with patient confidentiality and integrity on all matters