Scheduling Coordinator II

Ellis Medicine•Amsterdam, NY

About The Position

The Scheduling Coordinator II coordinates business office activities and uses the computer software programs needed for daily operations. In addition to scheduling, the position may involve patient registration and check-out, staff training, and supervision of these functions when needed. The coordinator completes special assignments requested by the practice manager, keeps the manager informed about daily office occurrences, and supports preauthorization, quality measures, and referrals. The role may also perform clerical coordination and other duties assigned by the practice manager. The position supports the front desk and patient flow, prepares encounters, maintains records in the electronic medical record (EMR), handles messages and referrals, and coordinates follow-up for tests and imaging. It requires professional, courteous communication and customer service with patients, physicians, staff, other offices, and hospital departments. The coordinator must handle confidential information appropriately, manage multiple tasks and work direction from multiple people, cross-train and support other programs, and be willing to adjust hours on short notice and float throughout EMG practices. The position is indoors under normal working conditions. Physical activities include pushing or pulling up to 25 pounds, lifting or moving 15 pounds from floor to table, extended keyboarding, writing and filing, data entry and photocopier use, and sitting, squatting, standing, and walking for reasonable periods.

Requirements

High school diploma or equivalent.
At least two years of experience in an office setting.
Excellent communication skills and the ability to interact with a variety of people, including hospital administration, staff, and physicians.
Customer service-oriented attitude and behavior.
Ability to manage multiple tasks and receive work direction from multiple people.
Ability to handle confidential information and maintain strict confidentiality.
Willingness and flexibility to change hours on short notice and float throughout EMG practices.
Ability to perform the physical tasks described, including pushing or pulling 25 pounds and lifting or moving 15 pounds from floor to table.

Nice To Haves

Associate’s degree in a healthcare discipline and three to five years of experience in a healthcare setting.

Responsibilities

Schedule appointments for the practice and optimize schedules and appointments across modalities.
Perform patient check-in, check-out, and registration.
Maintain front-desk flow and screen patients and visitors for COVID symptoms and temperature.
Scan and preload materials into the EMR, prepare encounters, and obtain and scan records as needed.
Perform prior authorization and monitor and follow up on laboratory tests and imaging studies.
Reconcile cash at the end of the business day.
Receive and document messages in the EMR.
Obtain and deliver daily mail.
Maintain the majority of document scanning into the EMR.
Maintain incoming and outgoing electronic referrals and coordinate internal and external referrals.
Assist clinical staff with obtaining records.
Send no-show letters and document them in the EMR.
Complete disability paperwork appropriately.
Gather required information for Workers’ Compensation visits before patients arrive.
Train staff and supervise scheduling, registration, or check-out functions when needed.
Keep the practice manager updated on daily office occurrences and complete special assignments as requested.
Cross-train and support all programs, perform clerical coordinator duties when needed, and carry out other assigned duties.
Provide excellent customer service and maintain professional, positive communication with patients, physicians, staff, other offices, and hospital departments.
Maintain strict confidentiality and work accurately with patient registration, demographic, insurance, and financial information.