Patient Scheduling Coordinator

Overview

The Patient Scheduling Coordinator is responsible for managing complex patient scheduling, including multiservice appointments, diagnostic tests, and surgeries, ensuring timely access and adherence to regulatory requirements. The role verifies insurance coverage, secures prior authorizations, and updates patient data in the Electronic Medical Record (EMR) system, ensuring accuracy and compliance. The role also coordinates with clinic staff, mentors junior staff, and contributes to process improvements to optimize patient scheduling and access.

Responsibilities

• Manages complex scheduling and/or rescheduling of patient appointments, procedures, diagnostic tests, surgeries, hospital admissions, and other related appointments between multiple providers, ensuring compliance with scheduling protocols and regulatory requirements.
• Greets patients upon arrival, checks them in, assists with required forms, and resolves conflicts by prioritizing high-priority cases to ensure timely patient access.
• Coordinates multi-service appointments and manages phone calls to optimize patient access and efficiently schedule procedures.
• Facilitates coordination with clinic staff and patients to ensure precise and timely scheduling, including securing necessary pre-certifications, insurance information, and financial data.
• Delivers appointment details, procedure instructions, and pre-visit requirements to patients, addressing scheduling concerns and ensuring full understanding of the process.
• Confirms insurance coverage and secures prior authorizations for scheduled procedures, ensuring patients are fully informed of insurance details. Coordinates interpreter services and special accommodations for patients as necessary, ensuring comprehensive care coordination.
• Updates patient scheduling information into the Electronic Medical Record (EMR) system, verifying accuracy of patient demographics, insurance, and procedure data, and evaluating patient records to determine if outside documents are required.
• Performs audits of patient records to ensure compliance with organizational policies, privacy laws including Health Insurance Portability and Accountability Act (HIPAA), and industry standards, safeguarding the confidentiality and security of sensitive health information.
• Organizes and maintains department records, ensuring compliance with regulatory standards.
• Prepares and distributes patient outcome reports, ensuring timely follow-ups and consistent communication with patients and providers.
• Provides mentorship and guidance to junior staff, offering support and expertise in optimizing scheduling workflows.
• Contributes to process improvement initiatives, helping identify opportunities for more efficient patient scheduling and access.

Qualifications

Education: High School Diploma or equivalent required. Associate's degree in Business Administration, Healthcare, or other related field preferred.

Experience: Three years of customer service OR healthcare related experience required. Three years of experience working in medical front office position performing duties such as scheduling appointments, checking patients in/out, insurance verification, and maintaining medical records preferred.