Central Scheduler I

Chesapeake Regional Healthcare; Chesapeake (VA); On-site; USD 32,000 - 42,000; Full time

Job summary

Chesapeake Regional Healthcare in Chesapeake, VA seeks an Administrative Assistant/Scheduler to coordinate scheduling and registration for outpatient diagnostic testing. You will assist physicians, patients, visitors, and hospital staff with needs related to department functions, ensuring smooth operations.

The role emphasizes customer service, accurate data collection, and proficient use of scheduling software and medical terminology to support efficient testing workflows.

Qualifications

• Minimum: high school diploma or equivalent.
• Preferred: associates degree or enrollment in healthcare program.
• 1+ years of administrative/secretarial/scheduler experience preferred.
• Strong computer skills in Windows; ability to operate fax, copy, and scanning devices.

Responsibilities

• Respond to phone calls and faxes regarding scheduling and registration of outpatient testing for patients and physician offices.
• Effectively interview patients and collect demographic information in a timely manner.
• Advise patients, per protocol, on outpatient testing preparation with knowledge of procedures and tests.
• Ensure processes appear seamless to patients and family, even during interruptions.
• Coordinate multiple tests/procedures with staff and resources; use ICD coding where needed.
• Explain ABN/"Letter of Understanding" to customers and understand medical necessity checks.

Skills

Patient scheduling

Communication

Medical terminology

Time management

Customer service

Education

High school diploma or equivalent

Associates degree or enrollment in healthcare program

Tools

Scheduling software

Fax management system

EMR/EHR system

Job description

Summary

Coordinate scheduling and registration of outpatient diagnostic testing. Support the general operation of the department, remaining flexible at all times. Customer service is an essential element of the position. Responsible for assisting physicians, patients, visitors, and hospital staff with their needs as they relate to the functions of the department.

Essential Duties And Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

• Respond to phone calls and faxes regarding scheduling and the registration of outpatient testing for patients and physician offices
• Effectively interview patients and collect demographic information in a timely manner
• Advise patients, per protocol, on outpatient testing preparation which involves detailed knowledge of procedures and tests
• Ensure all processes appear seamless to the patient and family even when unexpected situations arise to interrupt workflow
• Use effective time management skills to ensure a positive experience for patients and physician offices
• Interpret physician orders and schedule proper diagnostic testing in the appropriate software system
• Demonstrate effective use of fax management system to access and manage physician' orders
• Effectively coordinate multiple tests/procedures with the appropriate staff and resources
• Demonstrate knowledge of ICD coding requirements
• Demonstrate proper use of appropriate software for medical necessity checking, and be able to explain ABN/\"Letter of Understanding\" to customers
• Have a basic understanding of various insurances and their requirements; stay abreast of changes
• Consistently maintain established productivity requirements and maintain a 96% or greater accuracy rate
• Understand and use the department computer system in an effective and proficient manner

Summary

Coordinate scheduling and registration of outpatient diagnostic testing. Support the general operation of the department, remaining flexible at all times. Customer service is an essential element of the position. Responsible for assisting physicians, patients, visitors, and hospital staff with their needs as they relate to the functions of the department.

Essential Duties And Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

• Respond to phone calls and faxes regarding scheduling and the registration of outpatient testing for patients and physician offices
• Effectively interview patients and collect demographic information in a timely manner
• Advise patients, per protocol, on outpatient testing preparation which involves detailed knowledge of procedures and tests
• Ensure all processes appear seamless to the patient and family even when unexpected situations arise to interrupt workflow
• Use effective time management skills to ensure a positive experience for patients and physician offices
• Interpret physician orders and schedule proper diagnostic testing in the appropriate software system
• Demonstrate effective use of fax management system to access and manage physician' orders
• Effectively coordinate multiple tests/procedures with the appropriate staff and resources
• Demonstrate knowledge of ICD coding requirements
• Demonstrate proper use of appropriate software for medical necessity checking, and be able to explain ABN/\"Letter of Understanding\" to customers
• Have a basic understanding of various insurances and their requirements; stay abreast of changes
• Consistently maintain established productivity requirements and maintain a 96% or greater accuracy rate
• Understand and use the department computer system in an effective and proficient manner

Qualifications

Education and Experience

Minimum Required Education: High school diploma or equivalent required

Preferred Education: Associates degree or enrollment in a healthcare program, i.e. Health Information Technology, Medical Assistant, etc.

Experience: One (1) or more years’ experience as an Administrative Assistant, Medical Secretary, or Scheduler is preferred. Experience in an acute care setting is preferred. Applicants must have a strong working knowledge of medical terminology and ancillary testing. Strong computer skills in a Windows PC environment is required; applicants must be able to operate/utilize fax machines, copy machines, scanners, and Windows-based computer functions.

Certificates. Licenses. Registrations

Certification as Medical Assistant. Nursing Assistant, Emergency Medical Technician, or Paramedic is required; will consider other certifications recognized by national associations. The applicant is required to obtain a HFMA, NAHAM, or AAHAM certification within the first year of employment.