Appointment Representative - Cardiology Scheduling

Billings Clinic•Billings, MT

2d•$17 - $21•Onsite

About The Position

Billings Clinic is hiring an Appointment Representative for Cardiology Scheduling. This position answers incoming calls to the Central Appointment Desk and coordinates appointments and diagnostic procedures. The representative also pre-registers new patients and registers patients seen in outreach clinics. The role involves following physician and provider scheduling protocols, placing ancillary service orders, explaining procedure preparations and potential financial or insurance obligations, and assisting callers by connecting them with appropriate resources. The position also includes clerical work, maintaining and editing appointment templates and scheduling protocols, communicating protocol changes, and rescheduling patients when physician schedules change. The representative contributes to quality improvement and supports schedule development intended to meet productivity and patient satisfaction goals. The role is full-time, with a stated schedule that may include day, evening, night, and weekend shifts.

Requirements

High school graduate or equivalent.
Prior experience in a customer service-related field is preferred; health care experience is desirable.

Nice To Haves

Prior experience in a customer service-related field.
Health care experience.

Responsibilities

Support and model behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct, and service expectations.
Promptly and courteously answer incoming Central Appointment Desk calls and coordinate patient appointments, offering alternatives when appropriate.
Use online physician and provider scheduling protocols to ensure appointments are scheduled accurately.
Schedule ancillary services, enter orders through the order communication system, and explain required preparations or restrictions to patients.
Access appropriate resources to address callers’ needs, including scheduling staff, nursing staff, HealthLine, leadership, and the Red Flag Chief Complaint List.
Verify basic demographic information, pre-register new patients, and fully register outreach clinic patients.
Inform patients of financial or insurance obligations they may expect at their appointment.
Perform clerical duties, including filing, mailing appointment reminders, faxing outreach schedules, and completing ancillary service orders.
Create, edit, and maintain master templates for physician, hospital, and clinic ancillary appointment types and scheduling protocols as requested and in accordance with access initiatives.
Communicate scheduling protocol changes to appropriate personnel.
Reschedule patients affected by physician schedule changes, apologize for inconvenience, and seek an arrangement that meets the patient’s needs.
Provide educational opportunities to physicians, nursing staff, and administration to support schedule templates that address productivity and patient satisfaction and reduce schedule revisions.
Use performance improvement principles to assess and improve quality.
Identify personal development needs and goals, and maintain required competencies and safety standards.
Meet mandatory organizational and departmental requirements and perform other duties as assigned or needed.