Centralized Scheduler (Front Desk)

WVU Medicine; Morgantown (WV); Hybrid; USD 32,000 - 45,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown seeks an Office Scheduling/Registration Coordinator to manage outpatient visits and procedures across ambulatory clinics, handling check-in/out, guarantor information, referrals, and scheduling priorities.

Responsibilities include obtaining orders, collecting copayments, reconciling cash, and communicating with patients and staff about changes, while ensuring documentation and timely responses in a patient-care environment.

Qualifications

• Strong written and verbal communication skills.
• High School diploma or equivalent.
• Background check (state) and federal check if applicable for regulated areas.

Responsibilities

• Check in/out patients per Scheduling/Registration guidelines, prioritizing needs.
• Obtain and verify guarantor information annually to keep patient records up to date.
• Schedule and register patients based on guidelines and clinic eligibility.
• Ensure follow-up appointments and testing are coordinated at check-out.
• Collect all information needed to schedule/register appointments.
• Identify and communicate scheduling modification needs.
• Notify staff of scheduling changes due to cancellations.
• Respond to patient and staff needs within the patient-care environment.
• Consult with referring physicians to verify orders and obtain them as needed.
• Collect copays at check-in/check-out and reconcile cash drawer at end of day.
• Record signatures on waivers for managed care at check-in; complete daily tasks in scheduling.

Skills

Strong written and verbal comms

Education

High School diploma or equivalent

Job description

## Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full. Below, you’ll find other important information about this position.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.**Additional Job Description:****Scheduled Weekly Hours:**40**Shift:****Exempt/Non-Exempt:**United States of America (Non-Exempt)**Company:**WVUH West Virginia University Hospitals**Cost Center:**8258 SMG Pediatrics Suncrest Towne Centre**Address:**1202 Suncrest Towne Centre DriveMorgantownWest 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.