Centralized Scheduler

WVU Medicine; Morgantown (WV); On-site; USD 32,000 - 42,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown is seeking an administrative scheduling specialist to manage outpatient visit registrations, check-ins, and related patient coordination across ambulatory clinics. You will collect patient information, verify referrals, coordinate follow-up appointments, and handle billing prompts in a fast-paced office environment.

Responsibilities include obtaining complete patient data, communicating changes, responding to inquiries, and ensuring accurate

Qualifications

• High School diploma or equivalent.
• State and Federal background checks required where applicable.

Responsibilities

• Checks in and checks out patients in accordance with Scheduling/Registration guidelines, prioritizing as needed.
• Obtain and verify patient guarantor information at least annually; generate referrals or authorizations as needed.
• Schedule and register patients within clinic guidelines and medical appropriateness.
• Ensure follow-up appointments and testing are coordinated at check-out.
• Collect necessary information from patients to schedule/register appointments.
• Identify and communicate need for scheduling modifications; inform relevant staff of changes.
• Notify personnel of scheduling changes due to cancellations.
• Respond to patient and staff needs and complaints within patient care boundaries.
• Verify and obtain written/electronic orders from referring physician offices; ensure completeness.
• Collect time-of-service payments and copayments during check-in/out.
• Reconcile cash drawer daily and report discrepancies.
• Obtain signatures on waivers for managed care at check-in.
• Complete Workques and daily tasks in scheduling area; respond to patient communications promptly.

Skills

Strong written and verbalcommunication

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

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

CORE JOB DUTIES AND RESPONSIBILITIES:

• Checks in and Checks out patients in accordance with Scheduling/Registration guidelines, with the ability to prioritize according to the patient’s needs.
• 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.
• Schedules and registers patients/customers based on scheduling guidelines and medical appropriateness within the appropriate clinic.
• Assures upon check out all follow up appointments & testing are coordinated with the patient.
• Obtaining and collecting all necessary information from the patient/customer to schedule and register the patient for an appointment.
• Identifies and communicates need for scheduling modifications and development.
• Notifying appropriate personnel of any scheduling change due to patient cancellation in a timely fashion.
• 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.
• 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.
• Responsible for collecting all time of service payments and copayments for patients in the check-in or check-out process.
• 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.
• Responsible for collecting all signatures on waivers for managed care at the point of check in.
• Completes Workques as needed in a timely fashion along with daily tasks according to the scheduling area working in.
• Responds to all patient communication in a timely manner.

PHYSICAL REQUIREMENTS:

• Ability to sit for extended periods of time.

WORKING ENVIRONMENT:

• Standard office environment.

Skills And Abilities

• Strong written and verbal communication skills.

Scheduled Weekly Hours:

40

Company

WVUH West Virginia University Hospitals

Cost Center

55 WVUH Nursing Cancer and Infusion Center

Address

1 Medical Center Drive
Morgantown
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.