Psychiatry Scheduler

OhioGuidestone•Cleveland, OH

13h

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.
Ensure that clients are scheduled into providers' schedules in 20-30 minute increments throughout the provider’s day.
Proactively monitor all psychiatric department provider schedules, looking at provider schedules no less than 3 days in advance to ensure all open appointment slots are filled. If there are open appointment slots, contact clients on the waiting list to fill open slots.
Maintain a list of clients requesting “sooner appointment times” to assist schedulers with identifying individuals that can be called to fill open slots.
In addition to the receptionist, make appointment reminder calls 1-2 days prior to the client’s scheduled appointment. If there are transportation issues with the client, notify the appropriate personnel to ensure transportation can be arranged.
Mail letters to persons that did not show for appointment within 24 hours of the no-show.
Answer calls from clients calling to cancel their appointments and properly record the cancellation along with the reason for the cancellation in EVOLV.
Ensure effort is taken to reschedule the cancelled appointment to ensure continuity and consistency of care.
Enforce the current policy surrounding no-shows and cancellations to ensure that clients are held accountable for their care.
Ensure all are following the scheduling templates and parameters appropriately as outlined by the psychiatry department management team, with an expectation of 100% compliance.
At the end of each day, review each client visit to ensure that the client was checked-in or marked as a no-show. Both provider and nursing visits will be reviewed.
In addition to the nursing staff, contact clients that no-show to ensure that they are rescheduled if necessary or discharged according to agency policy.
Maintain the scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns.
Communicate as needed with providers and other staff about any client concerns/issues related to scheduling. Consult with nursing supervisor about any system problems.
Use customer service principles and techniques to deal with clients calmly and pleasantly.
Perform other duties as assigned.
Maintain reliable attendance.
Exhibit positivity, flexibility and a willingness to take on new responsibilities as requested or required.
Demonstrate positive leadership, promote a team-based work environment and present 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