Adult Ancillary Scheduler

OU Health; Oklahoma City (OK); On-site; USD 36,000 - 52,000; Full time

Job summary

OU Health in Oklahoma City is seeking an Adult Ancillary Scheduler to coordinate and schedule diagnostic tests, verify insurance details, and ensure the correct location and resources are arranged for a smooth patient experience.

The role is available at levels 1–3 depending on experience and licenses, with emphasis on accuracy, teamwork, and adherence to scheduling and admissions workflows within the Epic system.

Qualifications

• Education: High School Diploma or GED required (Level 1).
• Experience: 1+ year customer service; Radiology or physician office scheduling preferred (Level 1).
• Experience: 3+ years scheduling in healthcare or patient access (Level 2).
• Certification: HFMA CRCR or CHFP required within 180 days of hire (Level 2/3).
• Education: Associate's Degree required (Level 3).
• Experience: 5+ years scheduling experience (Level 3).
• Knowledge/Skills: Clear communication, relationship building, teamwork, PC proficiency, policy adherence, math accuracy.

Responsibilities

• Answers telephone promptly and professionally.
• Coordinates patient care with the multidisciplinary team.
• Maintains accurate scheduling and admissions system entries.
• Verifies insurance details and pre-certification requirements.
• Ensures correct location and resources for tests and procedures.
• Communicates testing requirements to patients and offices.
• Maintains timely communication with registration and other departments.
• Attends required training and annual education.

Job description

Position Title: Adult Ancillary Scheduler

Department: Adult Radiology Admin/Support

Job Description

New to OU Health? Ask your recruiter about our competitive wages and total rewards package, including possible relocation assistance if you are located outside of 100 miles!

**These positions are available in levels 1,2,or 3 depending on experience, education, and licenses/certifications**

The Ancillary Services Scheduler I performs Patient Access functions with minimal supervision, serving as an advocate and educator for patients while supporting a multidisciplinary care team. This role coordinates and schedules diagnostic tests and procedures, ensuring the correct location and resources are arranged. They obtain and document pre-certification and authorization requirements, accurately enter information into scheduling or registration systems, and verify insurance details to support a smooth patient experience.

Essential Responsibilities

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

• Answers telephone promptly and professionally.
• Coordinates patient care throughout the continuum of care through collaboration with the multidisciplinary team.
• Serves as a resource for care management.
• Ensures tests and procedures are scheduled in the correct location with appropriate resources.
• Selects accurate insurance carrier plans; notifies the patients or physician office staff of out-of-network carriers or potential benefit reductions.
• Communicates testing requirements to patients or physician offices based on scheduling module instructions.
• Duplicates any edits made in the scheduling module within the admissions module.
• Monitors scheduling reports for the upcoming day to maintain readiness during potential Epic downtime.
• Works closely with the physician office staff to ensure that pre-cert/authorization numbers are entered into in the scheduling or registration system.
• Consistently selects the correct patient medical record number.
• Maintains open communication with registration staff for unscheduled patients presenting for services to ensure appropriate testing is performed and times are available.
• Uses appropriate tools to communicate with Patient Access and other facility departments as needed.
• Receives, maintains, and indexes physician orders per facility standards and guidelines.
• Collaborates with internal and external interdisciplinary teams to ensure excellent customer service.
• Attends in-service education and completes all required training annually.

General Responsibilities

• Performs other duties as assigned.

Minimum Qualifications (Level 1):

Education Requirements: High School Diploma or GED required.

Experience Requirements: 1 or more years of customer service experience required. Radiology or physician office scheduling experience preferred.

License/Certification/Registration Requirements: None Required.

Minimum Qualifications (Level 2):

Education Requirements: High School Diploma or GED required.

Experience Requirements: 3 or more years of scheduling in healthcare setting or patient access experience required

License/Certification/Registration Requirements: Certified Revenue Cycle Representative (CRCR) issued by the Healthcare Financial Management Association (HFMA) or Certified Healthcare Financial Professional (CHFP) issued by HFMA required within 180 days of hire.

Minimum Qualifications (Level 3):

Education Requirements: Associate's Degree required.

Experience Requirements: 5 or more years of scheduling experience required.

License/Certification/Registration Requirements: Certified Revenue Cycle Representative (CRCR) issued by the Healthcare Financial Management Association (HFMA), or Certified Healthcare Financial Professional (CHFP) issued by HFMA required within 180 days of hire.

Knowledge/Skills/Abilities Requirements

• Communicates clearly and concisely, verbally and in writing.
• Establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations.
• Works effectively with employees, patients, and external partners.
• Demonstrates proficiency in required PC applications.
• Understands and adheres to organizational policies, procedures, and systems.
• Performs accurate mathematical calculations, reconciles figures, and demonstrates correct grammar, spelling, and transcription.

OU Health is an equal opportunity employer.

We offer a comprehensive benefits package, including PTO, 401(k), medical and dental plans, and many more. We know that a total benefits and compensation package, designed to meet your specific needs both inside and outside of the work environment, create peace of mind for you and your family.