Psychiatry Scheduler

OhioGuidestone • Cleveland, OH

1d • Hybrid

About The Position

This position is responsible for overseeing provider schedules and scheduling both initial and follow-up appointments for clients in the psychiatry department. Some tasks may be considered as a shared responsibility with either nursing staff or reception staff.

Requirements

• Knowledge of medical practice protocols related to scheduling appointments.
• Experienced in manual/computerized scheduling systems.
• Demonstrate customer service principles and techniques.
• Knowledge of medical terminology.
• Ability to communicate effectively with providers/nurses about scheduling preferences.
• Expertise in maintaining master appointment schedule via computerized means.
• Knowledge in producing reports about appointment patterns as needed.
• Capability to multitask effectively, dealing with phone calls, in-office clients, staff, and others pleasantly.
• Ability to communicate calmly and clearly with clients about appointments in all circumstances including when they are ill or have an emergency.
• Ability to analyze situations and respond appropriately.
• Proficiency in Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software along with standard office equipment and computer software and hardware.
• High School Diploma or GED required.
• 1 plus years’ experience in an appointment scheduling position or customer service position, preferably in a medical practice setting.
• Experience with word processing along with efficient computer experience.
• Must have a valid Ohio Driver’s License with a safe driving record and valid insurance.
• Ability to take and pass a physical exam, tuberculosis test, and drug screening.

Responsibilities

• Scheduling initial appointments, follow-up appointments, and rescheduling cancelled appointments for clients, either by phone when they call in or in person after an office visit.
• Ensuring clients are scheduled in 20-30 minute increments throughout the provider’s day.
• Proactively monitoring all psychiatric department provider schedules, looking at provider schedules no less than 3 days in advance to ensure all open appointment slots are filled.
• Contacting clients on the waiting list to fill open slots if there are any.
• Maintaining a list of clients that are requesting “sooner appointment times” to assist schedulers with identifying individuals that can be called to fill open slots.
• Making appointment reminder calls 1-2 days prior to the client’s scheduled appointment.
• Notifying the appropriate personnel if clients have transportation issues to ensure transportation can be arranged.
• Mailing letters to persons that did not show for an appointment within 24 hours of the no-show.
• Answering calls from clients calling to cancel their appointments and properly recording the cancellation along with the reason for the cancellation in EVOLV.
• Ensuring effort is taken to reschedule cancelled appointments to ensure continuity and consistency of care.
• Enforcing the current policy surrounding no-shows and cancellations to ensure clients are held accountable for their care.
• Ensuring all are following the scheduling templates and parameters appropriately as outlined by the psychiatry department management team.
• Reviewing each client visit at the end of each day to ensure that the client was checked-in or marked as a no-show, reviewing both provider and nursing visits.
• Contacting clients that no-show to ensure that they are rescheduled if necessary or discharged according to agency policy.
• Maintaining the scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns.
• Communicating as needed with providers and other staff about any client concerns/issues related to scheduling.
• Consulting with the nursing supervisor about any system problems.
• Using customer service principles and techniques to deal with clients calmly and pleasantly.
• Performing other duties as assigned.
• Maintaining reliable attendance.
• Exhibiting positivity, flexibility and a willingness to take on new responsibilities as requested or required.
• Demonstrating positive leadership, promoting a team-based work environment and presenting the agency in the most positive light with all internal and external contacts.

Benefits

• Free CEU trainings
• Competitive medical benefits including a low cost monthly premium option for employee or employee + children
• Potential MONTHLY bonuses for exceeding productivity targets!
• 10 paid holidays (some are exchangeable)
• Flexible work schedules to support work/life balance
• Flexible work opportunities to support varying career paths, job roles, intern to hire, and locations
• 401(k) with employer match option
• Employment Assistance Program (EAP)
• Mileage reimbursement
• Free licensure supervision
• Recognition and rewards

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED