Scheduling Coordinator Specialty Services

Penn Medicine; Plainsboro Township (NJ); On-site; USD 25,000 - 40,000; Full time

Job summary

Penn Medicine seeks an experienced Scheduling Coordinator to enhance department operations and patient flow. You will coordinate scheduling, preregistration, and information exchange across clinical, professional, and technical teams to ensure timely appointments and accurate treatment workflows.

Responsibilities include managing referrals, authorizations, and patient communications, while supporting performance improvement and revenue-related processes within PennChart-anchored workflows.

Qualifications

• Experience in medical scheduling and terminology.
• Certification with PennChart scheduling by hire date.
• Post-secondary degree or equivalent in healthcare.
• Hospital environment experience preferred.

Responsibilities

• Receive and manage procedure scheduling requests via phone, Teams, PennChart and fax.
• Coordinate room/chair/bed allocation and staff availability for procedures.
• Pre-register outpatients in line with scheduling guidelines.
• Obtain referrals and authorizations prior to scheduling appointments.
• Notify patients of dates/times and send itineraries.
• Schedule departmental meetings as needed.
• Transcribe radiology notes and related reports.
• Order office supplies.
• Identify scheduling modifications and system improvements.
• Support patient access and revenue-related processes.

Skills

Medical scheduling

Medical terminology

PennChart certification

Education

High school diploma or GED

Associate degree (AS/AA)

PennChart scheduling certification within 6 months

Hospital background

Tools

PennChart scheduling system

Job description

Description

Penn Medicine is dedicated to our tripartite mission of providing the highest level of care to patients, conducting innovative research, and educating future leaders in the field of medicine. Working for this leading academic medical center means collaboration with top clinical, technical and business professionals across all disciplines.

Today at Penn Medicine, someone will make a breakthrough. Someone will heal a heart, deliver hopeful news, and give comfort and reassurance. Our employees shape our future each day. Are you living your life's work?

Summary

Enhance the operations of the department by coordinating the scheduling and preregistering of patients. Responsible for gathering, triaging and coordinating information between the various clinical, professional and technical disciplines. The position is responsible for ensuring excellent patient / customer relations. The employee exemplifies an understanding of PennChart scheduling functions and a strong understanding of complex treatment regimens for the area of specialty. Secure appropriate reimbursement through medical necessity and clinical exam validation.

Responsibilities

Daily Department Operations:

a. Receives, promptly responds and manages requests to schedule procedures via phone, Teams, PennChart and fax.

b. Coordinates incoming requests for procedures relative to room/chair/bed allocation and staff availability. Schedules and pre-registers outpatients in accordance with scheduling guidelines, with the ability to prioritize according to patient needs. Seeks assistance from clinical staff, physician scheduler, physicians and other resources in coordinating appointments as needed. Organizes the schedule to assure adequate block time utilization.

c. Ensures all necessary referrals, authorizations and/or pre-certifications are in place prior to scheduling patient’s appointment. If necessary, works with referring physician/ physician’s offices to obtain complete, accurate, and timely, clinical and insurance information required to schedule an appointment. Calls/faxes to referring physician offices as needed, requests for clinical information required to safely provide treatment.

d. Communicates appointment dates/time to patient and e-mails appointment itinerary to patient and others and reschedules appointments to maximize utilization, as needed.

e. Performs daily communication functions including email, voice mail, fax, and hard copy correspondence.

f. Schedules meetings for the department.

g. Performs transcription of the following: Radiologist meeting minutes, Radiologist letters and reports as needed, QA Technologist notes and peer review and Cardiopulmonary reports.

h. Orders office supplies.

Performance Improvement:

a. Identifies and communicates need for scheduling modifications and development.

b. In conjunction with Central Scheduling Department and Surgical Services Scheduling, identifies necessary system modifications and monitor the outcome to ensure all customer needs are met.

c. Support customer service and performance improvement goals of the department; collaborate with other staff, within and outside the Department, to develop means of enhancing patient care and service.

Revenue Cycle Development:

a. Be coordinator between clinical modalities, Central Scheduling Department, ancillary departments, physician offices, and Patient Access Services.

b. Understands and implements policies, in coordination with the Patient Access and Patient Financial Services, relating to patient processing and health insurance verification.

c. Proactively identifies and participates in process changes to minimize loss of revenue.

Training and Education:

a. Educate and communicate with providers and clinical staff on procedure requirements to ensure patient safety.

Education or Equivalent Experience

• H.S. Diploma/GED (Required)
• Minimum four years medical scheduling experience.Knowledge of medical terminology.Certification with Schedgistration in PennChart completed within 6 months of hire.
• Associate of Arts or Science
• hospital background

We believe that the best care for our patients starts with the best care for our employees. Our employee benefits programs help our employees get healthy and stay healthy. We offer a comprehensive compensation and benefits program that includes one of the finest prepaid tuition assistance programs in the region. Penn Medicine employees are actively engaged and committed to our mission. Together we will continue to make medical advances that help people live longer, healthier lives.

Salary Range

$18.11 - $28.86/Hourly

Live Your Life's Work

We are an Equal Opportunity employer. Candidates are considered for employment without regard to race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, familial status, genetic information, domestic or sexual violence victim status, citizenship status, military status, status as a protected veteran or any other status protected by applicable law.