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Patient Scheduling Coordinator for Infusion Services

2 months ago

Elkhart, Indiana, United States Beacon Health System Full time

Position Overview:

Reporting to the Director, Assistant Director, Manager, or designated representative, this role is pivotal in managing the daily scheduling of patients in accordance with established policies and procedures. The incumbent will prepare reports regarding service provision for the clinical and professional teams as per the predetermined schedule. Collaboration with managers, assistant directors, supervisory nurses, and recruitment personnel is essential to ensure that patient scheduling aligns with their needs.

Core Mission, Values, and Service Goals:

  • MISSION: To provide exceptional care, promote health, and connect with compassion.
  • VALUES: Trust, Respect, Integrity, Compassion.
  • SERVICE GOALS: Foster personal connections, keep all parties informed, and act as a supportive team member.

Scheduling Responsibilities:

  • Maintain comprehensive knowledge of scheduling requirements across various procedures and departments.
  • Implement updates to departmental procedures and protocols promptly as communicated.
  • Exhibit the ability to work efficiently in a fast-paced environment while ensuring accuracy in scheduling details.
  • Manage rapid changes and accommodate new departmental additions effectively.
  • Schedule patient appointments in a timely manner, ensuring all details are complete and accurate.
  • Coordinate with other departments as necessary.
  • Prioritize customer service while answering phone inquiries.
  • Utilize available tools and resources to resolve issues accurately and promptly.
  • Maintain a foundational understanding of insurance networks.
  • Gather precertification data from physicians' offices and conduct compliance checks on required procedures.
  • Follow established protocols to verify that the ordering physician and their national provider number are correctly entered in the scheduling software.
  • Ensure patients are scheduled for the correct procedures based on diagnoses and information provided by physicians.
  • Verify orders in the scheduling system to ensure completeness and accuracy.

Order Management Duties:

  • Confirm that orders are complete and contain all necessary elements as per policy.
  • Communicate with offices to secure valid and complete orders when essential elements are missing.
  • Ensure that scheduled procedures align with received orders.
  • Collaborate with the verification team to obtain prior authorizations before patient appointments.
  • Schedule patients for ancillary departments through appropriate channels.
  • Generate and complete various reports as required.
  • Respond to voice mail messages in a timely manner.

Communication Skills:

  • Exhibit a positive, friendly, and confident demeanor, even in challenging situations, to enhance customer experience.
  • Communicate respectfully and positively with colleagues and other hospital staff.
  • Effectively address and resolve scheduling issues while maintaining thoroughness and openness.
  • Ensure confidentiality in handling patient information.
  • Report identified issues to appropriate leadership and engage in resolution efforts when necessary.
  • Send timely notifications via email regarding patient conditions or pertinent information to relevant departments.
  • Organize and manage email communications efficiently.
  • Maintain accurate alerts and notes in the scheduling system following established protocols.

Contributing to Departmental Effectiveness:

  • Complete additional job-related tasks and projects as assigned.
  • Monitor office supply needs and notify the appropriate personnel for ordering.
  • Ensure timely and organized receipt and storage of ordered supplies.
  • Remain open to learning new tasks within the department and assist as needed.
  • Support fellow department members in upholding policies and procedures to prevent financial loss.

Organizational Responsibilities:

  • Participate in department meetings and be accountable for shared information.
  • Complete mandatory education and annual competencies within established timeframes.
  • Maintain licensure and certification in good standing throughout the fiscal year.
  • Direct patient care providers must maintain current BCLS (CPR) and other relevant certifications.
  • Utilize appropriate universal precautions and protective equipment to safeguard patients and oneself.
  • Adhere to regulatory agency requirements and compliance standards.
  • Follow established organizational and departmental policies.
  • Be available for overtime and additional shifts as required.

Commitment to Organizational Values:

  • Leverage innovation in all areas.
  • Cultivate and develop human talent.
  • Embrace continuous performance improvement.
  • Build accountability and excellence.
  • Utilize information to enhance and advance operations.
  • Communicate clearly and consistently.

Education and Experience Requirements:

Successful candidates typically possess a High School Diploma or equivalent, along with 1 to 2 years of relevant experience. Familiarity with medical terminology is preferred.

Knowledge and Skills:

  • Completion of high school or commercial training with coursework in typing and English.
  • Ability to type at least 40 words per minute and file accurately.
  • Proficient in reading, writing legibly, and understanding detailed instructions.
  • Previous experience in medical scheduling is desirable.

Working Conditions:

  • Frequent exposure to noise and distractions.
  • Minimal exposure to environmental hazards.

Physical Demands:

  • Prolonged periods of sitting in front of a computer monitor.


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