Patient Scheduler

Job Summary Operates PBX or multiline telephone system to answer incoming calls and directs callers to appropriate personnel. Coordinates multi-provider calendars, processes insurance verifications, and handles specific tasks like managing referrals and diagnostic test orders. Serves as a patient/client's primary point of contact and requires a blend of technical accuracy in EHR data entry and empathetic communication to navigate a fast-paced environment. Essential Job Functions Job functions are those tasks, duties, and responsibilities that comprise the means of accomplishing the job's purpose and objectives. Job functions are critical or fundamental to the performance of the job. They are the major functions for which the person in the job is held accountable. Retrieves messages from voice mail and forwards to appropriate personnel. Answers incoming telephone calls, determines purpose of callers, and forwards calls to appropriate personnel or department. Takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable. Answers questions about organization and provides callers with address, directions, and other information. Welcomes on-site visitors, determines nature of business, and announces visitors to appropriate personnel. Monitors visitor access and issues passes when required. Updates appointment calendars. Receives, sorts, and routes mail, and maintains and routes publications. Maintains fax machines, assists users, sends faxes, and retrieves and routes incoming faxes. Manages petty cash. Orders, receives, and maintains office supplies. Creates and prints fax cover sheets, memos, correspondence, reports, and other documents when necessary. Performs other clerical duties as needed, such as filing, photocopying, and collating. Manages insurance authorizations and work comp authorizations, maintains records of interactions with work comp and insurance companies. Informs the therapists of authorizations and inputs data into the EMR system in order to track visits. Processes claim forms and informs patients of their insurance coverage needs and meeting criteria for specific companies in order to have therapy services covered. Communicates with billing in order to make changes to ensure accuracy in billing. Attends insurance seminars and webinars for Rehab to ensure our billing practices meet industry standard. Change addresses and phone numbers and inputs information into the call service for appointment reminders. Checks the appointment reminder service each morning and makes adjustments to the schedule needed. Sends an email of cancellations to the individual therapists for their review. Organizes team meetings and provides data on cancellations and reasons for patient requests. Makes adjustments to the schedules to accommodate the patient and therapist after communication to the therapist regarding need has been completed. Tracks the vacation and coverage for inpatients, puts this information into the templates and schedule. Completes end of the month reports and statistics as requested by the Rehab Manager. Takes intake information for patients regarding incontinence and sends out journals for them to document their issues prior to attending their first therapy session. Manages discharge lists and pulls charts giving them to each therapist and processes the discharges upon completion.

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The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Minimum Qualifications High school diploma required; associate's degree or equivalent from two-year college or technical school preferred One year of medical office or similar healthcare clerical/customer service experience is required. Knowledge, Skills & Abilities (KSAs) Basic computer and word processing skills. Ability to work with multiple phone lines. Basic medical terminology and patient scheduling. Strong attention to detail and organizational skills. Ability to manage and maximize the schedule/efficiency of multiple therapists. Ability to balance billing sheets and manage petty cash box. Strong written and verbal skills. Strong interpersonal human relations skills Skilled at incorporating AIDET into customer service/professional practice and ability to work and communicate effectively with patients, families, and others. Knowledge of role in patient confidentiality and protecting patient information from unauthorized access, use, or disclosure as defined by HIPAA. Ability to respond quickly and decisively to emergency situations and be able to participate in shelter-in-place and disaster response protocols. Ability to work with interdisciplinary teams, communicating effectively with patients, families, and healthcare providers. Ability to demonstrate the knowledge and skills essential for providing care/assistance to specific patient populations. Preferred Qualifications Previous experience working within a rural healthcare environment. Licenses & Certifications EPIC Cadence Training Computer Skills Proficiency in Microsoft Office Suite (Word, Excel, Outlook), secure messaging applications, and collaborative tools (e.g.) Microsoft Teams, Google Workspace. Proficiency with Paycom HRIS system and related computer software necessary for this position, i.e. EPIC Scheduling/EHR. Reasoning & Critical Thinking Ability to apply logical problem- solving and decision-making skills in both routine and occasionally complex situations. Support clinical teams by anticipating needs and responding to urgent requests with tact and efficiency. Language & Communication Skills Ability to read, interpret, and act upon a variety of documents and information sources needed to successfully perform the essential functions of the position. Ability to write routine reports and correspondence. Skilled at communicating information and ideas clearly in both written and verbal formats, adapting tone, style, and messaging for a variety of audiences. Strong communication, customer service, and attention to detail. Mathematics & Analytical Abilities Ability to accurately perform basic mathematical calculations in all units of measure using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Verify insurance, copays, and billing information with strong numerical precision. Standards of Employment Understand and adhere to MMHC's compliance standards as they appear in MMHC's Compliance Program and related policies. Attend all mandatory education programs and demonstrate proficiency related to general safety and regulatory compliance. Attend all department-specific training, and demonstrate proficiency related to safety and job-related hazards. Understand and follow MMHC procedures for exposure control / blood borne and airborne pathogens. Comply with all relevant MMHC policies, procedures, guidelines, and all other regulatory standards and requirements. Attire is neat, clean, and appropriate for the work environment according to MMHC policy. Wear proper identification while on duty. Maintain confidentiality of all hospital and patient information at all times. Report to work on time and maintain defined standards for attendance. Attend mandatory meetings. Able to perform essential job duties that meet job performance expectations and organizational standards while upholding MMHC mission and values. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit; use hands to finger, handle, or feel and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell. The employee must frequently lift and/or move (push/pull) up to 25 pounds and occasionally lift and/or move up to 35 pounds. Lifting/and or moving of more than 35 pounds shall require the use of an assistive device or team member assist. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Ability to meet physical demands of rural hospital/clinic work, including during emergency situations and/or disaster protocols. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts; needles or sharps; the challenges of variable hours, shifting resources, and work situations inherent in CAH/rural settings; Hazards and/or Biohazard Medications; fumes or airborne particles; toxic or caustic chemicals; outside weather conditions; risk of electric shock and radiation; bloodborne pathogens and exposed to latex. The noise level in the work environment is usually moderate.