Centralized Scheduler

WVU Medicine; Alaska; Hybrid; USD 32,000 - 42,000; Full time

Job summary

WVU Medicine in West Virginia is seeking a Scheduling/Registration Clerk to manage outpatient visits and procedures across ambulatory clinics. You will collect patient information, verify guarantor details, schedule, register, and ensure follow-up coordination.

This role requires strong communication, adherence to scheduling guidelines, and a focus on accurate data collection in a fast-paced clinic setting.

Qualifications

• High School diploma or equivalent.
• State criminal background check and Federal (if applicable), as required for regulated areas.

Responsibilities

• Check in/out patients per Scheduling/Registration guidelines.
• Obtain and verify guarantor information annually and generate referrals if needed.
• Schedule and register patients based on scheduling guidelines and medical appropriateness.
• Coordinate follow-up appointments and testing at check-out.
• Collect information from patients to schedule and register appointments.
• Identify and communicate need for scheduling modifications and cancellations.
• Respond to patient/staff needs and inquiries within the patient-care environment.
• Verify orders with referring physician’s office and document outside orders as requested.

Skills

Strong written and verbal comms

Education

High School diploma or equivalent

Job description

Responsible for scheduling, cancelling, rescheduling and registering of outpatient visits and procedures for multiple ambulatory clinics, by collecting all necessary information for schedule and registration preparation.

Minimum Qualifications

• 1. High School diploma or equivalent.
• 2. State criminal background check and Federal (if applicable), as required for regulated areas.

Core Job Duties and Responsibilities

• 1. Checks in and Checks out patients in accordance with Scheduling/Registration guidelines, with the ability to prioritize according to the patient's needs.
• 2. Obtain and verify patient guarantor information a minimum of once a year to ensure that the patient record is up-to-date. If a referral or authorization is needed we generate the referral at this time.
• 3. Schedules and registers patients/customers based on scheduling guidelines and medical appropriateness within the appropriate clinic.
• 4. Assures upon check out all follow up appointments & testing are coordinated with the patient.
• 5. Obtaining and collecting all necessary information from the patient/customer to schedule and register the patient for an appointment.
• 6. Identifies and communicates need for scheduling modifications and development.
• 7. Notifying appropriate personnel of any scheduling change due to patient cancellation in a timely fashion.
• 8. Receives and responds to patient and staff needs and complaints appropriately within the realm of the "patient care" environment, involving department supervisors and patient representatives as needed.
• 9. Consults with referring physician's office to ensure written and/or electronic orders exist and obtain them as needed. Verifies upon receiving for completeness of the written orders and notes. Make documentation that outside orders are requested.
• 10. Responsible for collecting all time of service payments and copayments for patients in the check-in or check-out process.
• 11. Upon end of day, responsible for reconciling cash drawer and all contents. Responsible for reporting any discrepancies within the cash drawer to the Supervisor or Manager.
• 12. Responsible for collecting all signatures on waivers for managed care at the point of check in.
• 13. Completes Workques as needed in a timely fashion along with daily tasks according to the scheduling area working in.
• 14. Responds to all patient communication in a timely manner.

Physical Requirements

• 1. Ability to sit for extended periods of time.
• 1. Standard office environment.

Skills and Abilities

• 1. Strong written and verbal communication skills.

Day Shift: May Vary 8:00-4:30pm and/or 8:30-5:00pm

Potential for remote based on productivity

Scheduled Weekly Hours: 40

Shift: Non-Exempt

Company: RMH Reynolds Memorial Hospital

Address: 800 Wheeling Avenue Glen Dale West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.