What are the responsibilities and job description for the Scheduling Specialist position at The Spine Institute of Arizona?
Position: Scheduling Specialist (Phones)
Job Summary
Employee will utilize a multi-line telephone system to receive and relay incoming and outgoing telephone calls, including scheduling an appointment when appropriate. Must provide directional assistance to patients and answer practice and physician inquiries when necessary. Collect, verify, and enter patient-specific information into our computer systems.
EDUCATIONAL REQUIREMENTS:
· High school diploma required
QUALIFICATIONS AND EXPERIENCE
● At least one year of prior experience in a patient services role, utilizing multi-line phones.
● Quick and efficient typing with WPM above 60
● Comfortable using e-mail and interacting with internet applications
● Working knowledge of practice management software (EMR)
● Working knowledge of managed care basics
● Ability to perform multiple and diverse tasks simultaneously with little to no assistance
● Ability to perform redundant tasks with minimal error rate
● Familiarity with scheduling and rearranging appointments
● Patient attitude, friendly demeanor and pleasant speaking voice
● Proven experience handling irate patients/customers and dealing with conflict independently with a positive result
● Comfortable with utilizing a busy multi-line phone system, taking calls, transferring calls, and simultaneously collecting pertinent patient information
● Excellent communication skills, strong written skills and attention to detail
● Above average organizational skills
● Neat, professional appearance
● Reliable attendance (not frequently absent or tardy)
Responsibilities include, but are not limited to, the following:
Scheduling Specialist (Phones)
● Must use a provided multi-line telephone system to connect with patients and schedule appointments via a computerized appointment scheduling program
● Answers the telephone pleasantly, and by the third ring as often as possible; routes calls and takes messages
● Schedules patients based on physician specified protocols, insurance limitations and availability using strict scheduling guidelines
● Directs patients to the practice website for registration paperwork and other important information; mails paperwork when necessary
● When making an appointment, it is expected that the scheduling specialist collect key demographic and insurance information via a Patient Intake Form for new patients; form must be forwarded to billing upon completion
● Informs all new and established patients about the practice’s policy of collecting payment at the time of service, and ensure they understand they are to arrive with MRI’s, films and reports
● Runs charge tickets and prints physician schedules up to one day ahead, in coordination with Front Desk Specialist
● Prints charge tickets for all add-on patients, in coordination with Front Desk Specialist
● When instructed by management, re-schedule all patients when the physician must cancel office hours
● Sort faxes into the appropriate mailbox and ensure that the fax machine is clear throughout the day
Other Duties
● Always maintain a clean and professional looking reception area and workspace, free of clutter.
● Facilitate physician requests with the approval of Practice Administrator
● Maintains patient confidentiality; complies with HIPAA and compliance guidelines established by the practice
● Continue to maintain detailed knowledge of our EMR and scheduling systems as it relates to job function