Scheduling Access Specialist, Pediatrics (West Yarmouth)

Cape Cod Healthcare; West Yarmouth (MA); On-site; USD 31,395 - 36,837; Part time

Job summary

Medical Affiliates of Cape Cod (MACC) is seeking a patient scheduling clerk to provide timely appointment coordination for MACC patients. This 30-hour-per-week role will help maintain provider schedules, patient access, and smooth front desk operations across the MACC network.

Responsibilities include scheduling, confirming, and updating appointments in the EMR, answering calls, and ensuring HIPAA compliance while delivering outstanding customer service. Prior scheduling experience is preferred.

Qualifications

• Ability to read, write and communicate in English.
• High school graduate or equivalent.
• At least one (1) year of medical scheduling experience.
• Experience with current office technology and EMR/health records.
• Strong customer service, communication, and typing skills (30 WPM).

Responsibilities

• Serve as main contact for patient access for MACC patients.
• Maintain provider schedules to meet productivity targets and patient flow.
• Attend team meetings to offer guidance regarding patient access and scheduling.
• Schedule patient appointments and/or consult requests in EMR.
• Answer phones promptly and document messages in EMR.
• Reschedule appointments and manage cancellations/no-shows.
• Edit clinician schedules for time off and adjustments.
• Maintain front office workflow and HIPAA confidentiality.
• Float to other MACC practices as needed.

Skills

Customer service

Communication skills

Typing 30 WPM

Medical terminology knowledge

Education

High school diploma or equivalent

Tools

Electronic Medical Records (EMR)

MS Office

Job description

Purpose of Position: To provide patient scheduling services in a timely and efficient manner in accordance with departmental procedures while providing outstanding customer service to all existing and potential MACC patients.

Description

• Primary contact for patient access for patients and other departments.
• Maintains provider schedules to achieve productivity targets, patient access and provider flow.
• Attends monthly team meeting with physicians and nurses to offer suggestions and guidance regarding patient access and the schedule.
• Manages the schedule during transition to new models of care when applicable.
• Monitors physician’s panel and contacts patients who are past due for appointments.
• Tracks patients who were seen in Emergency Department or Urgent Care and contacts them to offer a follow up appointment.
• Schedule patient appointments and/or consult requests in person or by telephone in the electronic medical record system in accordance to department scheduling protocols.
• Answers the phone in a timely, polite and professional manner, in three rings or less, directs calls to appropriate persons and takes accurate messages within the electronic medical record.
• Obtains accurate and proper information when scheduling appointments, including updated demographics and insurance/payer information.
• Reschedules patient appointments and extends patient schedules as necessary.
• Processes cancellations and no show appointments, and notifies clinician of change in schedule.
• Edit clinicians' schedules as needed to include time off, sick time, vacation, in-service and meeting time; calls patients to reschedule appointments when clinician is out, and makes edits in computerized schedule.
• Maintains efficient flow of daily patient schedule and front office operations.
• Mail out new patient package when applicable.
• Confirms appointments within 24 hours.
• Liaison for existing and future patients seeking new and follow-up care appointments.
• Performs tasks as a receptionist and EMR Specialist as needed.
• Timely communication of unresolved issues to manager or designee to facilitate timely interventions.
• Utilize patient scheduling reports to follow-up with patients that have not scheduled a future visit.
• Maintains harmonious and cooperative relations with fellow employees, medical staff, patients and guests.
• Maintains confidentiality regarding patient information in accordance to HIPAA regulations.
• Ability to float to other MACC practices when required.
• Perform other work related duties and activities as assigned or requested.

Qualifications

• Ability to read, write and communicate in English.
• High school graduate or equivalent.
• At least one (1) year of experience with medical scheduling preferred.
• At least one (1) year experience with current office technology, proficient with medical computer office applications (Electronic Medical/Health Records, MS Office, etc.) preferred.
• Demonstrated excellence in providing customer service.
• Strong communication and interpersonal skills.
• Medical terminology knowledge preferred.
• Typing skills at 30 WPM preferred.

Schedule Details: 30 hours per week, Monday-Friday, 7.5 hour days between the hours of 7a-5p, rotating days, no weekends, no holidays
Organization: Medical Affiliates of Cape Cod
Primary Location: Massachusetts-West Yarmouth
Department: MAC-Seaside Pediatrics
Annual/Hourly: Hourly
Hiring Pay Range: 22.79 - 26.74