Scheduling Coordinator - Heart Center - Poughkeepsie Clinical, Poughkeepsie, NY.

Hudson Valley Cardiovascular; City of Poughkeepsie (NY); On-site; USD 25,000 - 48,000; Full time

Job summary

Northwell Health in Poughkeepsie, NY seeks a Scheduling Coordinator for the Heart Center. This full-time role supports scheduling for physicians, labs, and imaging, handling registrations, co-pays, eligibility checks, and check-in/out processes.

Responsibilities include coordinating pre-/post-procedure appointments, maintaining HIPAA-compliant records, and facilitating smooth patient flow while collaborating with care teams. Strong customer service and communication are essential.

Qualifications

• High School degree or equivalent.
• Minimum of two (2) years’ experience in a medical office administrative role.
• Minimum of one (1) year EMR Products/Solutions.

Responsibilities

• Schedules cardiac inpatient and outpatient cardiac diagnostic imaging and cardiac specific appointments.
• Works closely with the prior authorization team to ensure authorizations are obtained prior to appointments.
• Schedules all clinic patients, obtains all records and confirms completion of the chart prior to the patient’s clinic appointment.
• Coordinates the retrieval of outside imaging and/or records that are needed for clinic patients.
• Facilitates the flow of the clinic, readily available to make phone calls, schedule a last minute needed test and available to help providers in clinic with whatever needs they may have.
• Supports in the design and implementation of solutions to identified trends or problem areas.
• Collaborates with other departments to streamline patient’s pre-procedures schedule to optimize the patient experience.
• Ensures medical records are compliant with HIPAA and regulatory standards.
• Completes booking sheets for outpatient procedures and faxes/emails/scans to the lab.
• Reconciles incoming correspondence and medical records with chart, scans into NHMP workflow.

Skills

Communication skills

Customer service

Empathy

Education

High School diploma or equivalent

Tools

MS Excel

MS Word

Outlook

EMR systems

Job description

Northwellis the largest not-for-profit health system in the Northeast, serving residents of New York and Connecticut with 28 hospitals, more than 1,000 outpatient facilities, 22,000 nurses and over 20,000 physicians. Northwell cares for more than three million people annually in the New York metro area, including Long Island, the Hudson Valley, Connecticut and beyond, thanks to philanthropic support from our communities. Northwell is New York State’s largest private employer with over 104,000 employees — including members ofNorthwell Health Physician Partners— who are working to change health care for the better.

Title: Scheduling Coordinator - Heart Center - Poughkeepsie Clinical, Poughkeepsie, NY. Full Time/ 40 hours per week, variable 8 hour shifts between Monday - Friday 7:30am - 5:30pm varies, Monday - Friday.

Summary

The Scheduling Coordinator provides scheduling support for HVCP’s physicians, advanced practice providers, lab and diagnostic imaging appointments. Responsible for scheduling all pre-procedure, procedure and post-procedure appointments in the clinic and hospital setting. Including but not limited to; completing full registration, collect co-pays, check eligibility, complete the check-in/out process, answering incoming calls and voice mail, scanning paperwork as assigned, checking and rescheduling cancellations and no-show appointments, monitoring and completing scheduling pools, referrals, and queues. Must demonstrate a highly professional, compassionate and positive attitude at all times. They participate as a dynamic member of this office, identifying and suggesting opportunities for improvement.

Responsibilities

1. Schedules cardiac inpatient and outpatient cardiac diagnostic imaging and cardiac specific appointments. Works close with the prior authorization team to ensure authorizations are obtained prior to appointments.
2. Schedules all clinic patients, obtains all records and confirms completion of the chart prior to the patient’s clinic appointment.
3. Coordinates the retrieval of outside imaging and/or records that are needed for clinic patients.
4. Facilitates the flow of the clinic, readily available to make phone calls, schedule a last minute needed test and available to help providers in clinic with whatever needs they may have.
5. Support in the design and implementation of solutions to identified trends or problem areas.
6. Collaborates with other departments to streamline patient’s pre-procedures schedule to optimize the patient experience.
7. Ensure medical records are compliant with HIPPA regulations, Federal /State regulations regarding confidentiality of Protected Health Information, and corporate compliance standards.
8. Completes the booking sheets for necessary outpatient procedures and faxes/emails/scans to the cardiac catherization lab.
9. Reconcile incoming correspondence and medical records with chart; scan all correspondence and medical records (including imaging, procedure, consultation, hospital discharge, etc.) in accordance with NHMP workflow and office protocols utilizing the appropriate naming convention, which supports consistent and organized patient records.
10. Comply with all Nuvance Health, HVCP and affiliate policies and ensure compliance with all applicable law and regulation.
11. Maintain contemporary professional knowledge and education.
12. Demonstrates regular, reliable and predictable attendance.
13. Performs other duties as required.

Other Information:

Education and Experience Required:

• High School degree or equivalent
• Minimum of two (2) years’ experience in a medical office administrative role.
• Minimum of one (1) year EMR Products/Solutions.

Minimum Knowledge, Skills and Abilities Required:

• Knowledge of medical records/HIPPA requirements, insurance carrier requirements, EMR systems
• Knowledge of MS Excel, Word, Outlook and other desktop software programs
• Strong communication, interpersonal relationship and patient empathy skills.
• Excellent Customer Service skills

Salary Range: $18.13 - $34.50 Hourly