Central Scheduling Coordinator

Waterbury Health; West Side Hill (CT); On-site; USD 22,000 - 30,000; Full time

Job summary

Waterbury Health is seeking a scheduling assistant to manage appointment bookings, confirmations, and basic verification tasks. You will coordinate with physicians and patients, ensuring accurate information and timely processing of requests.

The role requires high school completion and at least two years in a medical setting, with strong computer and confidentiality skills to support hospital operations. On-site in Waterbury, CT, with potential for cross-functional coverage.

Qualifications

• Strong customer service skills with effective communication for patients and physicians.
• Ability to manage time, prioritize tasks and handle stressful situations.
• Knowledge of medical terminology and hospital processes to support scheduling and verification.

Responsibilities

• Books appointments using protocol and collects demographic, insurance and appointment information.
• Reschedules and cancels appointments; edits for medical necessity for Medicare patients.
• Sends confirmation letters and faxes to physicians; checks daily for transmitted faxes.

Skills

Customer service

Communication

Time management

Confidentiality

Medical terminology

Education

High School diploma or equivalent

Tools

CRT/PC

Job description

Responsible for scheduling all appointments via phone or fax from physician's offices, ensuring proper documentation received to include physician signature and medical necessity. Perform other related duties as required. Report to Scheduling and Insurance Verification/Authorization Manager.

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RESPONSIBILITIES:

• Books appointments as necessary utilizing protocol for booking each procedure including following system prompts and asking appropriate questions while obtaining necessary demographic, insurance and appointment information. Ensure minimum duplicate appointments by checking for existing appointment prior to generating new appointment.
• Reschedule and cancel appointments as necessary following procedure of notification and commenting in system. Edit for medical necessity via Info X for all Medicare patients.
• Send confirmation letter to patient and fax to physician, appointment, reschedule or cancellation while checking daily for faxes that have not transmitted.
• Make efficient use of work time to accomplish assignments and expected outputs as well as the ability to accept or respond to change in the work environment in a way that promotes department goals and objectives, to include notifying Team Leader when able to do additional work.
• Promote and maintain working relationships within a multi-skilled team environment to facilitate department/hospital vision and goals.
• Provide coverage as needed to include performing other related duties as required, which may include but not limited to registration and insurance verification/authorization and participate as a preceptor in the training of co-workers. Ability to work well under pressure and prioritize tasks.
• Perform other related duties as required.

REQUIREMENTS:

• Knowledge and ability to use CRT/PC, electronic modality and other business equipment.
• Strong customer service skills; ability to communicate effectively with physicians, patients, staff, visitors/others.
• Requires knowledge and use of reference materials as provided in a multi-faceted environment i.e., manuals, memos, policies, procedures, etc.
• Ability to exercise good judgment, time management skills and follow appropriate procedures when setting priorities and handling stressful situations.
• Clerical and mathematical skills.
• Ability to maintain confidential patient financial and medical information.
• Knowledge of hospital billing, third party collection requirements.
• Ability to set priorities and make independent decisions.
• Requires working knowledge of medical terminology.
• Ability to work in a business office environment, which requires the accessing of information from many sources, systems, locations and media.
• Physical requirements may involve some lifting, walking, bending and standing.
• Must have basic computer skills and ability to access internet and other programs applicable to Waterbury Hospital procedures.
• Perform automated functions that fall within job responsibility.
• High School graduate or equivalent
• At least two (2) years experience in a hospital, physician's office or other type of medical setting with emphasis in registration, scheduling, order entry and insurance verification.