Outside Appointment Scheduler in Lexington, North Carolina at EveryAge

Join the dynamic team at Carolina Senior Care, a leading non-profit provider of PACE services. Located in Lexington, NC, Carolina Senior Care is committed to enriching the lives of seniors with compassion and excellence. Be part of a mission-driven organization that values innovation, community, and the well-being of our elders. Your role will be pivotal in delivering exceptional care and support, ensuring our participants live their best lives with dignity and joy. Join Us today!

Outside Appointment Scheduler - Full Time - On-site

Position Summary:

Under the direction of the Clinic Supervisor, the Appointment Scheduler maintains the participant schedule for external consult appointments when requested by clinic primary care providers, specialists, and other medical providers (All appointment requests must be approved by EveryAge Providers prior to scheduling). Obtains information from external clinics, specialists, and other medical providers. Accepts other duties as assigned by the Clinic Supervisor.

1. Is knowledgeable of and supports the philosophy, purpose, mission, goals, and policies of EveryAge and their PACE Organizations.

2. Submits referrals and schedules appointments for initial consultations, follow-up visits, and screening/diagnostic exams with external healthcare providers. Makes effort to keep daytime appointment slots between 10:00AM and 2:30PM when appointment transportation will be provided by EveryAge PACE Organizations.

3. Generates authorizations and submits other supportive documentation needed to secure appointments with external providers and facilities.

4. Collaborates with team RN Care Managers and/or Clinic Supervisor regarding upcoming procedures once scheduled (i.e. colonoscopy, cataract surgery, ultrasound-guided pain management injections, etc.) to ensure pre-procedure steps are communicated and followed.

5. Notifies team RN Care Managers and/or Clinic Supervisor as needed regarding incomplete orders, clarification requests from external providers, and clinical questions from participants/caregivers.

6. Prepares daily and weekly appointment sheets and distributes these documents to appropriate departments timely.

7. Maintains appointment spreadsheets for upcoming dates, documenting changes that include cancellations and rescheduled appointments.

8. Retrieves office visit progress notes and exam reports from external providers, then forwards these documents to team RN Care Managers to address recommendations received.

9. Receives office visit progress notes and exam reports from RN Care Managers once recommendations have been addressed and forwards these documents to Clinic Scheduler or designee to be scanned into the corresponding medical records.

10. Maintains the appointment schedule in each participant’s medical record to reflect accurate appointment dates and times.

11. Prepares and distributes upcoming appointment reminder lists to participants and/or caregivers.

12. Facilitates weekly appointment meetings with interdepartmental staff to preview upcoming appointments and to identify any special accommodations needed (i.e. appointment chaperone, stretcher transport, etc.) in advance of the appointment date.

13. Maintains schedule for bi-monthly onsite podiatry clinic and coordinates these visits with podiatry provider.

14. Identifies trends in appointment cancellations and notifies team RN Care Managers.

15. Notifies Business Office Coordinator or designee about contract and billing issues that affect scheduling external appointments and assists with resolution as needed.

16. Participates in departmental quality improvement projects and collects data about appointment scheduling as requested.

17. Maintains current list of participants who are to receive new or repaired eyeglasses following an eye exam, ensuring delivery of the eyeglasses to participants.

Minimum Education:

High school diploma or equivalent is required.

Some college or business school is strongly preferred.

Minimum Requirements:

Minimum age of 18 years or older is required for this position due to Department of Labor regulations.

Minimum of one year working with the frail or elderly.

Two (2) years clerical or business experience, preferably in a health care environment is preferred.

Experience with a personal computer, various software applications, email, facsimile, and copier.

Intermediate to advanced computer skills.

EOE/Disability/Vets