Program Scheduler

VITAS Healthcare

Lombard (CA)

On-site

USD 42,000 - 64,000

Full time

8 days ago

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Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

401(k) with match

Tuition Reimbursement

Paid Time Off

Employee Assistance Program

Legal Insurance

Roadside Assistance

Affinity Program

Job summary

VITAS Healthcare is seeking an Admissions Coordinator to process referrals, schedule same-day or near-request appointments, and provide concierge-level customer service. You will collaborate with the Admissions team and other departments to ensure timely admissions and data integrity.

The role requires medical terminology knowledge, strong communication, and the ability to manage multiple tasks in a fast-paced environment. Occasional shifts and on-site work are expected in a healthcare setting.

Qualifications

Two or more years related experience in medical terminology and/or in an administrative, business office, or call center environment.
Ability to attain goals in a fast-paced, dynamic environment.
Strong partnering with internal and external callers.
Excellent verbal and written communication for concierge-level service.
Proficient with computers, internet, and multiple software packages; 45 wpm typing.

Responsibilities

Process new referrals aligning with needs and intake processes.
Confirm same-day appointment availability and near-request times.
Participate in morning check-in meetings and scheduling.
Collaborate with Admissions leadership to ensure resources in scheduling tools.
Provide concierge level customer service in every interaction.
Utilize Cisco Phone System for inbound calls as needed.
Coordinate with Admissions, Care Connection Center, and Sales for timely dispatch.
Support quality by reviewing calls for training and performance feedback.
Maintain relationships with internal and external customers.
Enter accurate data to support system integrity.
Respond to questions about services provided.
Escalate issues to Admissions Director or clinical staff when needed.
Engage in ongoing training to adapt to healthcare changes.
Notify Staff of scheduled appointments per standards.
Use scheduling tools to schedule/update appointments.
Perform other related duties as assigned.

Skills

Medical terminology

Administrative skills

Communication

Office software

Typing 45 wpm

Team collaboration

Education

High School Diploma or GED

Medical office training

Bilingual Spanish/English (preferred)

Tools

Windows OS

Office Suite

Job description

All duties and responsibilities are to be performed in accordance with VITAS Healthcare Corporation’s policies, procedures, guidelines, contractual commitments and governmental regulations.

Key Responsibilities

Process new referrals in the manor best fitting the needs of the referral source and in alignment with pending management and intake processes.
Offers and/or confirms a same day appointment and/or the appointment time that is as close as possible based on the request of the patient and/or referral source to ensure a timely admission.
Participates in morning check in meetings and activities as assigned, to review staffing/scheduling needs for the day.
Collaborate with Director of Admissions to ensure adequate, available resources are present in the admission scheduling tool throughout the work week.
Provides a concierge level of customer service in every interaction.
Cisco Phone System – must be logged in and “on ready” throughout the work shift, taking inbound calls whenever necessary.
Strong, professional communication and collaboration with Program Admissions, Care Connection Center Intake, and Sales teams for timely dispatching of all Admission visit resources.
Quality – Calls (audio/video) are recorded, monitored, and reviewed for training, quality and performance feedback and recognition purposes.
Supports Admissions team to exceed program goals.
Establishes a rapport and maintains an effective relationship with all internal and external customers.
Enters accurate information to support data integrity in computer applications.
Responds accurately to all questions received regarding services provided.
Escalates matters to Director of Admissions or Admissions clinical staff when assistance or clarification is needed.
Participates in ongoing training and development based on the changing healthcare environment.
Notifies Admissions / Sales Staff of all scheduled appointments per standards.
Utilizes Scheduling tools to effectively facilitate the scheduling/updating of appointments.
Performs related duties as required. This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Experience

Required

Two or more years related experience in medical terminology and/or in an administrative, business office, or call center environment.
Ability to attain goals in a fast-paced, dynamic environment.
Ability to exercise considerable judgment and discretion in establishing and maintaining strong partnering relationships with internal and external callers.
Superior ability to effectively communicate at all levels of the customer interaction to include both verbally and in writing to provide a concierge level of service.
Working knowledge of computers, internet access, and the ability to navigate within an automated systems and a variety of software packages, and type minimum 45 wpm.
Prior experience in working collaboratively with other functional leaders to drive action plans.
Must be highly organized and able to manage multiple responsibilities and work on various assignments simultaneously.
Model positive behaviors that are focused on supporting: integrity, valuing diversity, innovation, building relationships, customer focus and teamwork.
Ability to communicate tactfully with department heads, managers, coworkers and vendors to resolve problems and negotiate resolutions.

Education

Required

Completion of high school or basic education equivalency required

Preferred

Bilingual in Spanish/English a plus
Medical or business office education or training desired

Certification & Licensure

None

Reasonable accommodations

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job

Special Instructions to Candidates

EOE/AA M/F/D/V

VITAS® Healthcare is the nation’s leading provider of end-of-life care, and has the resources and expertise to support your personal and professional growth. As a member of the VITAS team, you’ll find fulfillment working for a people-focused organization dedicated to making a difference in the lives of others. You will be more than just an employee: You will be counted on as an expert in your field, and as a valued team member whose efforts are respected and vital to our hospice mission.

All VITAS employees commit to fulfilling their duties and responsibilities with the highest regard for professionalism, collaboration and teamwork, and an eye focused constantly on growth and improvement. We serve with commitment and compassion, and position ourselves for the future by embracing, innovating, and leading change. If you are that person, make your voice heard—find your purpose at VITAS today.

Benefits