Centralized Scheduler

St. Charles Health System; Bend (OR); On-site; USD 42,000 - 52,000; Full time

Job summary

The Centralized Scheduler at St. Charles Health System handles pre-registration, demographics collection, insurance data, and scheduling for diagnostic exams and procedures from physician orders.

The role involves high-volume calls, accurate data entry, and collaboration with physicians, departments, and patients to ensure timely, patient-centered care.

Qualifications

• High school diploma or GED required.
• Preferred: Associate's degree or higher.
• Experience with PC-based productivity tools (e.g., Microsoft, Outlook, Excel).
• Previous customer service experience in a high-volume, fast-paced environment; knowledge of medical terminology.

Responsibilities

• Pre-registers the patient in the registration system, collects demographics, insurance information and co-pay/deposits.
• Contacts patients and pre-registers in the system following criteria and schedules from physician orders.
• Selects correct procedures from templates and inputs information into the scheduling system.
• Researches and communicates with other departments to schedule accurately.
• Manages a high volume of calls with professional, expedient customer service, directing patients and physicians to the proper department.
• Maintains communication between departments to ensure correct scheduling and proper documentation.

Skills

Customer service

Medical terminology

Data entry

Communication

Multitasking

Problem solving

Education

High school diploma or GED

Associate's degree

Tools

Microsoft Office

Outlook

Excel

Job description

The Centralized Scheduler schedules appointments for diagnostic exams and procedures, to include entering the appropriate diagnostic testing order and demographics. The Centralized Scheduler works directly with patients, physician offices, other hospital departments and facilities to ensure patients accurately scheduled for procedures in a time manner. This position does not directly supervise any other caregivers.

Essential Functions And Duties

• Pre-registers the patient in the registration system utilizing the scheduling system, accurately collects patient demographics, insurance information and collects required co-pay/deposits
• Contacts patients and pre registers patients in registration system following specific registration criteria, schedules patient from physician orders as outlined by department standards
• Selects correct procedures and properly selects procedure from templates and inputs information into system.
• Researches and communicates with other departments to assure procedures are scheduled correctly when in question.
• Solves practical problems, uses department resources to determine how to schedule.
• General knowledge of medical terminology and procedures, accurately process written orders and enters appointments into scheduling system
• Handles a large volume of incoming calls and multiple line system. Demonstrates excellent customer service, ensuring all patient calls are handled in a professional and expedient fashion, required to meet department standards for handling calls.
• Maintains the flow of communication between departments, directs patients and physicians to correct department for procedures not scheduled in Centralized Scheduling.
• Prioritizes work based upon level of urgency, review order to ensure all details are addressed and proper documentation is input into system
• Supports the vision, mission and values of the organization in all respects.
• Supports Value Improvement Practice (VIP- Lean) principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients and guests.
• Conducts all activities with the highest standards of professionalism and confidentiality. Complies with all applicable laws, regulations, policies and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient and accurate.
• May perform additional duties of similar complexity within the organization, as required or assigned.

Education

• Required: High school diploma or GED.
• Preferred: Associate's degree or higher.

Licensure/Certification/Registration

• Required: N/A
• Preferred: N/A

Experience

• Required: Intermediate experience using PC based office productivity tools (e.g. Microsoft, Outlook, and Excel). Previous customer service experience in a high volume fast paced environment. Knowledge of medical terminology and procedures.
• Preferred: 1-2 years of scheduling experience in a Call Center environment. Previous experience in a hospital/physician setting.