Scheduling Concierge-Full Time-Days/Evenings

Mary Washington Healthcare•Fredericksburg, VA

About The Position

The Scheduling Concierge performs scheduling and related concierge functions, including posting surgical cases, pre-registration, insurance verification, and pre-certification. The role schedules assigned procedures in accordance with department specifications and physician orders, gathers required case information, identifies special equipment and instrumentation needs, and coordinates pre-admission testing and services from other departments. The position supports financial clearance by collecting information, verifying insurance and benefits, obtaining authorizations, providing price estimates, and communicating patient financial responsibility. It maintains required clinical and authorization documentation, monitors relevant reports, coordinates peer-to-peer reviews, and helps ensure encounters are financially secured. The Concierge also interviews patients, follows up on cancellations and no-shows, assists with schedule changes, communicates operational matters to leadership, and recommends process improvements. The schedule is Monday through Friday, 8:30 a.m.–5:00 p.m., with two days each week scheduled 8:30 a.m.–3:00 p.m. The role requires a high school diploma or GED and at least two years of experience in patient scheduling, registration, or healthcare billing, unless the candidate completed the MWHC Intern Program. The position requires proficiency with electronic medical record applications, computers, telephones, fax machines, and software applications, along with strong communication, organization, prioritization, and multitasking skills. Spanish language skills are a plus. The stated compensation range is $20.91–$29.28. Physical requirements include frequent sitting and use of arms and hands, occasional standing, walking, bending, and squatting, and the ability to lift, push, and pull up to 10 pounds. Auditory and visual skills are required. The work may involve potential exposure to chemicals.

Requirements

High school diploma or equivalent GED.
At least two years of experience in patient scheduling, registration, or healthcare billing, or completion of the MWHC Intern Program.
Proficiency with electronic medical record software applications, computers, telephones, fax machines, and various software applications.
Strong verbal communication skills, including telephone etiquette, and strong written communication skills.
Ability to prioritize and perform work in an organized, efficient, and effective manner without on-site supervision and direction.
Critical thinking and analytical skills.
Ability to multitask and communicate effectively and collaborate with a multidisciplinary team.
Ability to meet the stated physical requirements, including lifting, pushing, and pulling up to 10 pounds.

Nice To Haves

Experience in data entry, customer service, collections, and medical terminology.
Familiarity with Mary Washington Healthcare IT systems.
Bilingual Spanish skills.

Responsibilities

Accurately and promptly schedule assigned procedures according to department specifications and physician orders.
Schedule surgical cases, obtain required information, and identify special equipment, instrumentation, and preferences.
Schedule and pre-register patients for pre-admission testing and expedite services from other departments.
Obtain information needed for financial clearance and secure accounts using online resources, websites, and telephone communications.
Provide price quotes and estimates.
Interview patients and follow up with patients who cancel procedures or do not attend appointments.
Collect diagnosis information and CPT/HCPCS codes from physician offices to support insurance verification and authorization.
Refer scheduling concerns to the Specialty Coordinator or Resource Team, and then to the Administrative Manager or Supervisor as needed.
Assist physician practices with schedule changes as directed and notify appropriate parties.
Coordinate peer-to-peer reviews between physicians and insurance companies as needed.
Provide and maintain clinical documentation needed to secure insurance authorization.
Monitor reports in accordance with insurance verification and authorization procedures.
Process insurance verifications through various systems and websites.
Perform insurance verification for Medicare, Medicaid, and commercial payers to ensure compliance and appropriate coordination of benefits.
Obtain authorizations from insurance companies or physician offices and verify that authorizations are current, complete, and consistent with the procedure, service date, and facility.
Collaborate with internal associates and departments to financially secure encounters.
Prepare and communicate patient waivers and Advanced Beneficiary Notifications for encounters that are not financially secure.
Help communicate patient or guarantor financial responsibility, including copays, deductibles, and self-pay deposits.
Communicate referral and pre-authorization status, network and out-of-network benefits, and patient waivers.
Communicate operational activities, issues, and audit findings to leadership in a timely manner.
Identify and recommend process improvements for the surgical practice.
Maintain documentation required for compliance with state, federal, and other regulatory agencies.
Perform other duties as assigned.