Centralized Scheduler - Access Center

WVU Medicine Berkeley and Jefferson Medical Centers; Martinsburg (WV); Hybrid; USD 32,000 - 42,000; Full time

Benefits offered by this job

Remote work after training

Job summary

WVU Medicine Berkeley Medical Center and Jefferson Medical Centers are seeking a Centralized Scheduler to manage scheduling, registration, and patient communications for ambulatory clinics. This role emphasizes accurate entering of patient data, verification of insurance and orders, and timely handling of changes and follow-ups.

The position supports a 40-hour work week, with work hours on-site initially and remote alignment after training.

Qualifications

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

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.
• 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.

Skills

Communication skills

Customer service

EPIC

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:

• 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.

• 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.

Additional Job Description

Additional Job Description

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 Drive

Martinsburg

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.