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Appointment Coordinator, YM CARE Center
2 months ago
Position Overview:
In a collaborative organizational framework, the Appointment Coordinator assesses the nature and urgency of scheduling requests to deliver comprehensive clinical ambulatory scheduling for healthcare providers within the department, utilizing the EPIC scheduling system. This role emphasizes providing prompt, courteous, and compassionate service to patients and their healthcare teams, ensuring accurate and efficient appointment scheduling.
Key Responsibilities:
1. Manage incoming calls, evaluating the urgency of each request, and providing assistance or directing callers to the appropriate personnel, including direct communication with physicians or nurses for urgent matters.
2. Offer specialized information regarding departmental policies, procedures, insurance, and services while assisting patients in completing necessary forms.
3. Develop and maintain monthly provider master schedules and clinic calendars, ensuring accuracy and accommodating time off, additional patients, and emergencies.
4. Schedule patient appointments, resolve conflicts, and notify patients of any changes or cancellations, prioritizing urgent rescheduling needs.
5. Greet patients and visitors, collecting necessary information and directing them accordingly, while updating patient records and verifying insurance details.
6. Coordinate diagnostic tests and specialized appointments, ensuring patients receive the required documentation and instructions for procedures.
7. Organize surgical scheduling, coordinating dates for procedures and pre/post-operative exams, and maintaining necessary paperwork.
8. Schedule and manage departmental meetings, classes, clinics, and conferences.
9. Utilize computer systems to input and retrieve data, generating complex reports and maintaining clinical and patient statistical data.
10. Compose correspondence, clinical information, and educational materials, ensuring accuracy in language and presentation.
11. Retrieve and verify patient charts, medical records, and lab reports for completeness.
12. Sort and distribute incoming mail, ensuring timely completion of medical forms by clinical staff.
13. Establish and maintain efficient filing systems.
14. Monitor inventory of office supplies and educational materials.
15. May oversee and guide support staff, ensuring adequate coverage of reception duties.
16. Perform additional tasks related to office operations as needed.
Qualifications:
Four years of relevant experience, including two years in a similar role, or an Associate degree with two years of related experience, or an equivalent combination of education and experience.
Essential Skills:
1. Exceptional interpersonal and customer service skills, with the ability to interact effectively with all members of the patient care team.
2. Proven ability to manage high call volumes, exercising initiative and sound judgment in patient interactions.
3. Strong organizational skills and attention to detail, capable of handling multiple tasks under pressure.
4. Proficient in English language, grammar, and punctuation, with the ability to handle confidential patient information in compliance with HIPAA regulations.
5. Demonstrated reliability and punctuality in attendance.
Preferred Qualifications:
Experience in a high-volume healthcare scheduling environment, knowledge of medical terminology, and familiarity with electronic medical record systems.
Background Check:
All candidates will undergo pre-employment background screening, which may include various checks based on job requirements.
COVID-19 Compliance:
All staff are required to adhere to the University’s COVID-19 policies.
Disclaimer:
This job description is intended to provide a representative summary of the essential functions required for the position and should not be construed as a declaration of specific duties.
