Appointment Representative - Scheduling

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

Job summary

Billings Clinic in Billings, Montana, is seeking an Appointment Representative - Scheduling to join our team. You will handle scheduling for appointments and diagnostic procedures, pre-registering new and outreach patients within the Billings Clinic system.

This role requires strong customer service skills, attention to detail, and the ability to follow scheduling protocols across multiple specialties. Starting wage DOE is $17.00–$21.25, and the position is full-time with hours per pay period at

Qualifications

• Education: High School diploma or GED.
• Experience: Prior experience in a customer service-related field preferred; health care experience desirable.

Responsibilities

• Promptly and courteously answer telephone calls to schedule appointments and procedures.
• Access online provider scheduling protocols to ensure accuracy.
• Communicate financial expectations to patients, including the need for insurance cards, co-pays, and payment toward self-pay balances.
• Accurately collect demographic and financial information during the scheduling process.
• Schedule and enter orders for ancillary services using the order communication system.
• Instruct patients on the preparation and restrictions for procedures.
• Utilize all available resources to assist callers.
• Pre-register new patients; fully register outreach patients.
• Reschedule patients impacted by provider changes while maintaining patient satisfaction.
• Participate in daily department huddles.
• Perform clerical duties including mailing, faxing, filing, and completing ancillary orders.
• Meet all mandatory organizational and departmental training and development requirements.

Skills

Customer service

Scheduling

Phone etiquette

Education

High School or GED

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-time employees (minimum of 24 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.

Magnet: Commitment to Nursing Excellence

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

Pre-Employment Requirements

All new employees must complete several pre-employment requirements prior to starting.

Appointment Representative - Scheduling

SCHEDULING - CLINIC (BILLINGS CLINIC CLINIC) req12194Shift: DayEmployment 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

Responsible for scheduling appointments and diagnostic procedures, as well as pre-registering new and outreach patients within the Billings Clinic system. Appointment Representatives may work in a centralized scheduling center or be embedded within specific departments or clinics. This role requires strong customer service skills, attention to detail, and the ability to follow scheduling protocols across various specialties and services.

Essential Job Functions

• Promptly and courteously answer telephone calls to schedule appointments and procedures.
• Access online provider scheduling protocols to ensure accuracy.
• Communicate financial expectations to patients, including the need for insurance cards, co-pays, and payment toward self-pay balances.
• Accurately collect demographic and financial information during the scheduling process.
• Schedule and enter orders for ancillary services using the order communication system.
• Instruct patients on the preparation and restrictions for procedures.
• Utilize all available resources (senior staff, nursing, Red Flag Chief Complaint list) to assist callers.
• Pre-register new patients; fully register outreach patients.
• Reschedule patients impacted by provider changes while maintaining patient satisfaction.
• Participate in daily department "huddles."
• Perform clerical duties including mailing, faxing, filing, and completing ancillary orders.
• Meet all mandatory organizational and departmental training and development requirements.
• Supports and models behaviors consistent with Billings Clinic'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.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.

Minimum Qualifications

• Education Minimum High School or GED
• 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.