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Scheduling Coordinator

2 months ago

Fredericksburg, United States Medical Imaging Managemen Full time
Job DescriptionJob Description

This position is accountable to perform a variety of clerical, reception, coding, and support functions that will ensure timely and effective day-to-day operations and communications regarding outpatient imaging for a multi-disciplinary clinical facility. This includes answering telephones, greeting patients, entering orders, scheduling, maintaining records, monitoring flow and relaying accurate information. Additionally, the Scheduling Coordinator supports the values and clinical initiatives of the practice and demonstrates a commitment of quality service to our patients and their families, the community, the physicians, and our associates.

The Scheduling Coordinator adheres to immunization requirements, policies, and procedures in accordance with federal, state, and/or local regulations and industry standards. The Scheduling Coordinator commitment and adherence to the company’s Compliance Program, policies, procedures, and MIM Code of Conduct. Maintains awareness and understanding of individual responsibilities related to the program to include the responsibility to report any known incidents or violations.

Major Duties and Responsibilities:

  1. Receives inbound calls requesting appointments. Make outbound calls timely for follow up appointments, procedure scheduling and faxed orders. Schedules patients for procedures and appointments at Virginia Interventional and Vascular Associates, Mary Washington Healthcare as well as additional imaging at the location of the patient’s choice.
  1. Contacts patients/guarantors to communicate requirements under certain insurance plans and reminds patients of out-of-pocket obligations.
  1. Monitors messaging systems for cancellations, no shows and reschedules.
  2. Performs basic administrative functions within the office (processes medical record requests, prints postage, etc.).
  1. Ensures that the correct CPT and ICD-9 (10) codes, patient and insurance demographics, pre-authorizations, as well as referring, reading, and attending physician information is complete and correct on all order requisition.
  2. Responsible for entering necessary insurance documentation into the applicable information system to ensure correct transfer of information for billing, and efficient follow-up with patients/guarantors and third-party payers. (N/A).
  1. Creates an atmosphere that promotes customer service excellence. Resolves or escalates customer complaints in a timely manner.
  1. Guarantees that all files are maintained in a secure setting.

  1. Performs scheduling duties and maintains competency as evidenced by an initial and annual performance appraisal.
  2. Adheres to departmental policies, procedures, standards, and protocols to ensure effective departmental operations and quality patient care. Demonstrates a high degree of knowledge and understanding of Support Services/activities.
  3. Utilizes information and communication technologies effectively and in accordance with HIPAA standards.
  4. Maintains and ensures patient confidentiality.
  1. Communicates with all patients, visitors, family members, physicians, and associates in a courteous and professional manner. Address customers’ needs efficiently, effectively and confidentially.
  2. Provides physical assistance if necessary and assists patients in completing required paperwork.
  1. Answers telephones courteously and professionally by the third ring. Screens and transfers telephone call or takes messages as appropriate to facilitate effective communications. Delivers messages in a timely manner.
  1. Maintains an organized and efficient work area.
  1. Participates in performance improvement activities.
  2. Remains proficient in the use of Information Management systems as needed.
  3. Additional duties to include special reports and projects as needed.

Qualifications/Requirements:

  1. High school diploma or equivalent.
  2. Minimum of two years related experience in patient registration, patient accounts or patient billing preferred.
  3. Working knowledge of CPT and ICD-9 coding and insurance terminology strongly preferred.
  4. Ability to work with physicians, staff, and patients in a confidential and efficient manner.
  5. Strong working knowledge of MS Office to include Word, Excel and Outlook.
  6. Proven track record of excellent customer service and attention to detail.
  7. Basic office skills such as faxing, copying, and filing.
  8. Experience answering a multi-line phone system is preferred.
  9. May require travel to other VIVA locations.