Procedure Scheduling Representative

Clearway Pain Solutions; Pensacola, Northern (FL, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Clearway Pain Solutions is seeking a Procedure Scheduler to coordinate office and ASC procedures per provider orders. You will manage patient communications, EMR notes, and insurance documentation while delivering exceptional service to patients and families.

The role requires strong organizational skills, multi-tasking ability, and adherence to HIPAA. Based in Pensacola, FL, some travel may be required to support multiple locations. Training provided and a teamwork-focused environment offered.

Qualifications

• High School diploma or equivalent.
• Proficient in Internet and MS Office software (Word, Excel, PowerPoint, Outlook).
• Excellent written and verbal communication skills; strong customer service.
• Ability to establish and maintain effective working relationships with doctors, staff and the public.
• Ability to work independently and as part of a team; follow instructions.
• Flexible schedule; respond with patience during stressful health-related situations.
• Detail-oriented with strong organizational skills.

Responsibilities

• Schedule office and ASC procedures per provider orders.
• Enter notes and special instructions in the EMR for scheduling.
• Provide patients with test information, arrival times, and guidance.
• Handle scheduling changes/cancellations via written and oral inquiries.
• Respond to phone inquiries and portal messages; route to correct personnel.
• Copy, barcode, and scan medical records as needed.
• Maintain waiting area cleanliness and patient confidentiality (HIPAA).
• Ensure all referrals, IDs, and insurance cards are up to date at visit.
• Participate in required trainings and complete in-services.

Skills

Customer service

Written & verbal communication

Organizational skills

Attention to detail

Multi-tasking

Education

High School Diploma

Associate’s Degree

Tools

EMR

MS Office (Word, Excel, PowerPoint, Outlook)

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.
• 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.