Centralized Scheduler - Access Center

wvumedicine; Brigham City (UT); Remote; USD 34,000 - 46,000; Full time

Job summary

WVU Health System seeks a Centralized Scheduler to manage outpatient scheduling and registration across multiple clinics. You will check patients in/out, verify guarantor information, and coordinate referrals and follow-up appointments.

Requirements include a high school diploma, familiarity with scheduling systems, and strong communication skills. This full-time, non-exempt role supports a patient-centric environment with standard 40-hour weeks.

Qualifications

• High School diploma or equivalent is required.
• State criminal background check and Federal checks as applicable.
• Ability to verify patient guarantor information annually.

Responsibilities

• Check in and check out patients per scheduling/registration guidelines.
• Obtain and verify guarantor information and handle referrals as needed.
• Schedule and register patients within clinic guidelines.
• Coordinate follow-up appointments and testing at check-out.
• Collect time-of-service payments and copayments.
• Reconcile cash drawer and report discrepancies.
• Collect signatures on waivers for managed care at check-in.
• Respond to patient and staff requests in a timely manner.

Skills

Strong written communication

Strong verbal communication

Customer service

Education

High School diploma or equivalent

Tools

EPIC

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:

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: 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.

Role Expectations

The first person our patients encounter is usually our Centralized Schedulers. You have the unique ability to give first impressions that set the stage for the patient’s entire visit. Customer service is the key to patient satisfaction.

Centralized Scheduler Role:

Welcome the patient with a smile and friendly demeanor. Introduction of yourself Be accurate in entering patient information Possess the ability to keep patient information confidential Schedule appointments including patient demographics & reason for visit Insurance verification prior to appointment, if necessary Future scheduling (well visits, follow ups, etc)

Basic understanding of immunization schedule and insurances

Answer all incoming calls with proper greeting and direct calls to the appropriate individuals or enter EPIC telephone encounters Represent UHA East in a positive and professional manner Answer incoming questions appropriately Work together as a team Be a liaison between the Access Center and other offices Embody a positive attitude Be professional in all communication Other duties as directed Attention to details Excellent written and verbal communication

Additional Information:

• Access Center Operating Hours: Mon – Fri 8am – 5pm

Scheduled employees may start earlier than 8am or stay later than 5pm

*Operating Hours are subject to change

• Access Center Hub is located in Kearneysville, WV. Employees will be remote upon completion of training. Employees may be expected to return to the Access Center Hub for meetings, trainings, power/internet outages, equipment failures, etc.
• Dress attire is business casual or scrubs when onsite
• Other duties as assigned
• As always, maintain a professional attitude

Scheduled Weekly Hours: 40

Shift: Day (United States of America)

Exempt/Non-Exempt: United States of America (Non-Exempt)

Company: BMC Berkeley Medical Center

Cost Center: 8408 UHAE Access Teams

Address: 2500 Hospital DriveMartinsburgWest 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.