Appointment Representative - Scheduling

Billings Clinic; Billings (MT); On-site; USD 23,000 - 29,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Vision benefits

403(b) Retirement Plan

Paid Time Off

Wellness program

Job summary

Billings Clinic in Billings, Montana, is seeking an Appointment Representative - Scheduling to handle incoming calls and manage patient appointments. You will pre-register patients and coordinate scheduling for diagnostic procedures, ensuring accuracy and patient satisfaction.

The role requires a high school diploma or equivalent and preferably prior customer-service or health care experience. This is a full-time position with competitive benefits and supportive teamwork at a Magnet-certified

Qualifications

• High school graduate or equivalent.
• Prior customer-service experience preferred; health care experience is desirable.

Responsibilities

• Answer CAD telephone calls and schedule patient appointments.
• Pre-register new patients and outreach clinic patients.
• Inform patients of financial/insurance obligations at the time of appointment.
• Perform clerical duties and enter orders for ancillary services.
• Maintain scheduling templates and communicate protocol changes.

Skills

Customer service

Telephone etiquette

Scheduling

Communication

Education

High school diploma or equivalent

Job description

You’ll want to join Billings Clinic for our outstanding quality of care, exciting environment, interesting cases from a vast geography, advanced technology and educational opportunities. We are in the top 1% of hospitals internationally for receiving Magnet® Recognition consecutively since 2006.

And you’ll want to stay at Billings Clinic for the amazing teamwork, caring atmosphere, and a culture that values kindness, safety and courage. This is an incredible place to learn and grow. Billings, Montana, is a friendly, college community in the Rocky Mountains with great schools and abundant family activities. Amazing outdoor recreation is just minutes from home. Four seasons of sunshine!
You can make a difference here.

About Us

Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits

We provide a comprehensive and competitive benefits package to all full- and part-time employees (minimum of 20 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more.

Click here for more information or download the Employee Benefits Guide.

Magnet: Commitment to Nursing Excellence

Billings Clinic is proud to be recognized for nursing excellence as aMagnet®-designated organization, joining only 97 other organizations worldwide that have achieved this honor four times. The re-designation process happens every four years. Click here to learn more!

Pre-Employment Requirements

All new employees must complete several pre-employment requirements prior to starting. Click here to learn more!

Appointment Representative - Scheduling

• Shift: Day
• Employment Status: Full-Time (.75 or greater)
• Hours per Pay Period: 1.00 = 80 hours every two weeks (Non-Exempt)
• Starting Wage DOE: $17.00 - 21.25
• Position Title: Appointment Representative - Scheduling (req11685)

Incumbents in this position are responsible for answering all incoming phone calls to the Central Appointment Desk (CAD) for scheduling appointments and diagnostic procedures, as well as pre-registration of new patients and patients seen in outreach clinics.

Essential Job Functions

• Supports and models behaviors consistent with BillingsClinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Promptly and courteously answers CAD telephone calls, coordinating the scheduling of patient appointments in a manner that meets the patients needs. Offers alternatives when appropriate to accommodate the patient.
• Accesses on-line physician/provider scheduling protocols for each appointment scheduled to ensure scheduling accuracy.
• Schedules and enters orders for ancillary services via the order communication system. Instructs patients on specific preparations and/or restrictions necessary to prepare for ancillary procedures.
• Accesses any resources necessary to assist in meeting the needs of the caller (e.g. Level II scheduling staff, nursing staff, HealthLine, leadership, Red Flag Chief Complaint List, etc.).
• Verifies basic demographic information when scheduling; pre-registers all new patients and fully registers all outreach clinic patients.
• Informs patients of any financial/insurance obligations they may expect at the time of their appointment.
• Performs clerical duties to include filing, mailing patient appointment reminders, faxing outreach schedules, and completing ancillary service orders.
• Creates edits and maintains master templates for physician, hospital and clinic ancillary appointment types and scheduling protocols as requested by physicians and in accordance with access initiatives. Communicates changes in protocols to appropriate personnel.
• Reschedules patients whose appointments are affected by a change in physician schedule. Communicates BILLINGS CLINIC apologies for any inconvenience to the patient and strives to reschedule in such a way that meets the patients need.
• Provides educational opportunities to physicians, nursing and administration allowing for the creation of a schedule template which will positively affect the physician in achieving productivity needs, patient satisfaction and reduce the need to revise schedules.
• Utilizes performance improvement principles to assess and improve quality.
• Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.
• Maintains competency in all organizational, department and outside agency safety standards relevant to job performance.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

Minimum Qualifications

Education

• High school graduate or equivalent

Experience

• Prior experience in a customer-service related field preferred; health care experience is desirable

Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more at www.billingsclinic.com/aboutus

Billings Clinic is committed to being an inclusive and welcoming employer, that strives to be kind, safe, and courageous in all we do. As an equal opportunity employer, our policies and processes are designed to achieve fair and equitable treatment of all employees and job applicants. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, religion, sex, gender identity, sexual orientation, pregnancy, marital status, national origin, age, genetic information, military status, and/or disability. To ensure we provide an accessible candidate experience for prospective employees, please let us know if you need any accommodations during the recruitment process.

Human Resources is located on the corner of North 29th and 8th Avenue North. Enter through the main entrance to the building and go to the lower level. Human Resources is located at the bottom of the main entrance staircase to the right.