Patient Access Representative-Scheduler .85 FTE

LADD MEMORIAL HOSPITAL•Osceola, WI

16d

About The Position

The Patient Access Scheduler is responsible for coordinating and scheduling patient appointments, procedures, and surgeries across various hospital departments. This role ensures accurate documentation, efficient workflow, and exceptional patient service while collaborating with clinical teams, providers, and administrative staff.

Requirements

High school diploma or equivalent (associate degree preferred)
Previous experience in healthcare, scheduling, or administrative roles
Familiarity with Epic
Basic knowledge of medical terminology
Strong computer and data entry skills

Responsibilities

Schedule appointments, diagnostic tests, procedures, and surgeries according to provider availability and departmental guidelines.
Confirm appointments with patients and provide preparation instructions.
Reschedule or cancel appointments as needed and notify all relevant parties.
Serve as a primary point of contact for patients regarding scheduling needs.
Provide accurate information on appointment preparation, hospital processes, and general inquiries.
Maintain a professional, courteous, and empathetic manner at all times.
Communicate scheduling changes, special requirements, or urgent cases to providers, nurses, and support staff.
Ensure proper allocation of equipment, rooms, and personnel for scheduled procedures.
Work closely with departments such as radiology, surgery, laboratory, and outpatient clinics.
Verify insurance coverage and obtain pre-authorizations when required.
Coordinate with insurance companies to confirm procedure eligibility and coverage.
Notify patients of financial requirements or preparations tied to insurance policies.
Accurately enter scheduling information into the hospital’s electronic health record (EHR) or scheduling system.
Update patient information, schedule changes, and required documents in real time.
Maintain confidentiality of patient information in accordance with HIPAA regulations.
Monitor provider schedules to maximize productivity and minimize gaps.
Identify scheduling conflicts and resolve issues promptly.
Support departmental performance goals related to patient flow and appointment turnaround.
Collect and verify patient demographic, insurance, and contact information.
Enter patient information accurately into the EHR.
Ensure proper selection of patient encounter type (outpatient, therapy series emergency, etc.).
Obtain and scan required documentation (ID, insurance cards, referral forms, ABNs).