Appointment Coordinator, YM CARE Center

2 weeks ago

New Haven, Connecticut, United States Yale School of Medicine Full time

Position Overview:

In a collaborative team environment, the Clinical Scheduling Specialist is responsible for assessing the urgency and nature of scheduling requests to deliver efficient clinical appointment scheduling for healthcare providers within the department. Utilizing the EPIC scheduling system, this role ensures that patients, referring providers, and their office staff receive prompt and courteous service through accurate appointment management. This position is remote within CT, with operational hours from 10:30 AM to 7 PM. Candidates are encouraged to submit a cover letter.

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, and services, assisting patients in completing necessary forms.
  3. Create and maintain monthly provider schedules and clinic calendars, adjusting for time off, emergencies, and other variables as needed.
  4. Coordinate patient appointments, resolving any scheduling conflicts and notifying patients of changes or cancellations, prioritizing urgent cases for rescheduling.
  5. Welcome patients and visitors, gathering necessary information and directing them appropriately while updating patient records and verifying insurance details.
  6. Facilitate the booking of diagnostic tests and specialized appointments, ensuring patients receive required documentation and instructions.
  7. Organize surgical scheduling, coordinating dates for procedures and managing pre- and post-operative appointments and necessary paperwork.
  8. Schedule and coordinate departmental meetings, training sessions, and conferences.
  9. Utilize computer systems to input and retrieve data, generating reports and maintaining clinical and patient statistics.
  10. Draft correspondence, clinical information, and educational materials, ensuring accuracy in written communication.
  11. Obtain and verify patient charts and medical records for completeness.
  12. Sort and distribute incoming mail, ensuring timely completion of medical forms by clinical staff.
  13. Establish and maintain organized filing systems.
  14. Monitor inventory levels of office supplies and educational materials.
  15. May oversee and guide support staff, ensuring adequate reception coverage.
  16. Perform additional duties as required to support office operations.

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.

Required 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 while exercising initiative and sound judgment in patient interactions.
  3. Strong organizational skills with meticulous attention to detail, capable of handling multiple tasks under pressure.
  4. Proficient in English language, grammar, and punctuation, ensuring accurate data entry and compliance with confidentiality regulations.
  5. Demonstrated reliability and punctuality in attendance.

Preferred Qualifications:

Experience in a high-volume healthcare scheduling environment, familiarity with medical terminology, and proficiency in EPIC scheduling systems. Bilingual candidates, particularly Spanish speakers, are encouraged to apply.

Background Check:

All candidates will undergo pre-employment background screening, which may include checks related to motor vehicle records, certifications, and credit history.

COVID-19 Policy:

Compliance with COVID-19 policies is mandatory for all staff and trainees.

Disclaimer:

This job description is intended to provide a general overview of the position and does not encompass all specific duties and responsibilities.

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