centralized scheduler

wvumedicine; Irvine (CA); On-site; USD 32,000 - 42,000; Full time

Job summary

UHA University Health Associates seeks an outpatient Scheduling and Registration Clerk to support ambulatory clinics in Morgantown, WV. The role involves checking patients in and out, collecting guarantor information, and ensuring accurate registration ahead of visits.

You will coordinate appointments, obtain orders, manage referrals when needed, handle copays, and reconcile cash at end of day. Strong communication and attention to detail are essential.

Qualifications

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

Responsibilities

• Check in and check out patients in accordance with Scheduling/Registration guidelines, prioritizing patient needs.
• Obtain and verify patient guarantor information at least once a year and generate referrals/authorizations as needed.
• Schedule and register patients according to guidelines and medical appropriateness within the clinic.
• Coordinate follow-up appointments and testing at checkout.
• Collect all information required to schedule and register an appointment.
• Communicate scheduling changes due to patient cancellations in a timely fashion.
• Respond to patient and staff needs and complaints within the patient care environment.
• Ensure orders from referring physicians are complete and documented; obtain missing orders as needed.
• Collect time-of-service payments and copays at check-in/out; reconcile cash drawer daily.
• Complete daily tasks and Workques; respond to patient communications promptly.
• Follow up on waivers for managed care at check-in.

Skills

Communication skills

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: EDUCATION, CERTIFICATION, AND/OR LICENSURE:

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

CORE JOB DUTIES AND RESPONSIBILITIES:

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• 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:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Ability to sit for extended periods of time.

WORKING ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• 1. Standard office environment.

SKILLS AND ABILITIES:

• 1. Strong written and verbal communication skills.

Additional Job Description:

Scheduled Weekly Hours:

40

Exempt/Non-Exempt:

United States of America (Non-Exempt)

Company:

UHA University Health Associates

Cost Center:

8801 WVUH Ambulatory Registration

Address:

6040 University Town Center DriveMorgantownWest Virginia

Equal Opportunity Employer

University Health Associates and its subsidiaries (collectively "UHA") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. UHA 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 UHA 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.