Procedure Scheduling Representative

clearway; Pensacola (FL); On-site; USD 38,000 - 54,000; Full time

Job summary

Clearway in Pensacola, FL is seeking a Procedure Scheduler to manage office-based and ASC procedures. You will use clinical knowledge to verify alignment with diagnoses, provide patient test prep details, and coordinate scheduling with precision while upholding HIPAA and privacy standards.

Ideal candidates have strong customer service, organization, and multitasking abilities, and can work collaboratively with clinicians and staff to meet patient needs and deadlines.

Qualifications

• Minimum High School Diploma; associate degree preferred.
• Excellent written and oral communication; patient service oriented.
• Knowledge of Internet and Microsoft Office software.
• Ability to work with doctors, staff and the public in a team.
• Confidentiality and HIPAA rules must be followed.

Responsibilities

• Enters notes and special instructions for scheduling in the EMR.
• Determines if appointments align with diagnosis/indications.
• Provides accurate test prep, arrival times and directions to patients.
• Responds to questions from patients and to schedule changes/cancellations.
• Schedules follow-up appointments through EMR.
• Maintains EMR workflow and patient records; ensures paperwork is complete.
• Handles phone inquiries and routes to appropriate personnel.
• Maintains waiting area cleanliness and supports service excellence.

Skills

Communication

Customer Service

Teamwork

Organization

Multitasking

HIPAA Compliance

Problem Solving

Education

High School Diploma

Associate’s Degree

Tools

EMR

Microsoft Office

Job description

Position requires utilization of clinical knowledge to schedule appropriate procedures per provider’s orders. The Procedure Scheduler must schedule office based and ASC procedures consistent with the patient’s diagnosis and procedure request. Also requires excellent customer service skills with patients, employees, and the public. The Procedure Scheduler must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner. Individual must be organized and be able to manage demanding workload with accuracy.

Essential Duties and Responsibilities:

• Enters notes/special instructions needed for scheduling in the electronic medical record.
• Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Performs job in accordance with Company Mission, vision and goals.
• Provides exceptional customer service to patients and their families.
• Exercises confidentiality in all areas, abiding by HIPAA rules and regulations.
• Obtains patient emails for patient portal registration.
• Maintains EMR patient case workflow.
• Processes and schedules follow up appointments through EMR.
• Schedules patient procedures in accordance with insurance guidelines.
• Organizes and performs work effectively and efficiently and demonstrates standards of performance ownership, teamwork, communication, compassion) that support patient satisfaction and principles of service excellence.
• Ensures all necessary paperwork and documentation (i.e.: referrals, ID, insurance cards, etc.) are up to date and present at the time of service.
• As needed, handles phone inquiries from patients and others. Screens calls to ascertain nature and urgency of inquiry and refers callers to the appropriate personnel.
• Makes appointments via telephone, patient portal and in-person.
• Responsible for copying, barcoding, and scanning medical records, as needed.
• Responsible for maintaining cleanliness of patient waiting area.
• Checks work e-mail on a regular basis throughout the workday.
• Participate in and complete all required trainings and in-services.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma, or equivalent.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills, including exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all time.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications:

• Associate’s Degree from an accredited college or university.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel:

The employee must have reliable transportation. Travel for this position may be required up to 25%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.