Operating Room Scheduling Clerk Grade 4

Kaiser Permanente; Vallejo (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Kaiser Permanente in California is seeking a Scheduling Clerk to manage patient appointments and referrals across departments. You will verify orders with providers, prepare the daily schedule, and ensure charts and preoperative documents are ready in advance.

This role requires strong communication and accuracy in a fast-paced environment. Applicants should have a High School diploma or GED and at least 1 year of scheduling experience, plus proficiency with Excel, Word, and KP systems.

Qualifications

• High School or GED required.
• 1 year direct scheduling experience.
• Proficient with networked computer systems (KP intranet, email) and specialized programs.

Responsibilities

• Schedule and coordinate appointments and procedures.
• Check daily schedules for full booking and reschedule as needed.
• Prepare daily schedule and distribute to departments.

Skills

Typing 35 wpm

Strong communication

Education

High School diploma or GED

Tools

Excel

Word

MRMS

e-Consult

TRRS

PARRS

Job description

Essential Functions:

• Scheduling
• Prioritize cases/referrals utilizing established guidelines
• Contacts patient to schedule exam/procedure and return appointments according to established procedures and scheduling guidelines, when applicable
• Check daily schedules to ensure full booking, this includes coordinating patients who want to be seen on the same day or who may be able to be seen sooner than scheduled appointment
• Cancel and reschedule appointments when needed
• Coordinate the scheduling of exam/procedure rooms
• May close referrals utilizing established guidelines
• Utilize protocols to determine and communicate proper patient preparation, coordinate lab tests, inform of cost share obligations and conduct screening questionnaires, when applicable
• Communicate through use of technology to providers' office to ensure order(s) has been placed
• Pend orders for required tests as appropriate
• Refer patients to other resources as needed (e.g., eligibility and financial support services, business office, member services, medical secretaries)
• Follow defined KP Health Connect workflows
• Check schedules for completeness and accuracy - verify discrepancies and coordinate any changes with the supervisor.
• Prepare daily schedule, make copies and distribute to designated departments, when necessary.
• Secure patient charts and preoperative reports, i.e., history/physical, lab, x-ray, EKG, informed consents, etc., in advance of exam/procedure.
• Maintain open communications with all departments to ensure receipt of all material.
• Notify all departments in a timely manner within the center of any changes in the schedule, i.e., add-ons, cancellations and no shows.
• Collect and calculate statistical data and prepare type routine reports and other reports as requested.
• Answer telephones, relay pertinent information to callers, and respond to messages.
• Keep nursing informed of individual patient and/or family concerns or problems.

Grade: 4

Basic Qualifications:

• High School or GED
• One (1) year direct experience in scheduling
• Ability to use networked computer (email, KP intranet, internet, Health Connect) and other related specialty programs, such as MRMS, e-Consult, TRRS, and PARRS.
• Proficient in Excel, and Word; must pass basic PC skills test.
• Ability to read and follow instructions, short correspondence, and memos.
• Ability to identify, analyze and solve problems.
• Ability to work accurately with a high volume of work in a fast paced setting.
• Demonstrate professional conduct, dealing courteously, tactfully, and patiently with members, physicians, co-workers, and clients.
• Strong communication skills.
• Ability to apply knowledge of department policies and procedures, and utilize an understanding of other departments' functions.
• Must pass medical terminology test.
• Knowledge of basic math and English composition.
• Must be willing to work in a Labor/Management Partnership environment.

Skills Testing: Typing Test 35wpm, Medical Terminology, and PC Skills Assessment

*If it is determined that you need to complete testing to qualify for this position, you will receive an email inviting you to take the assessment(s) listed above. Passing test scores remain on file for one year.