Job Summary: Schedules patients for procedures and surgery and advises patients of surgical and financial preoperative requirements. Coordinates and schedules appointments for surgeries and procedures at the clinic, ambulatory surgery center or hospital.

Primary Job Responsibilities:

1. Coordinate and schedule surgeries and procedures and follow-up appointments as designated by physicians according to established policies and procedures.
2. Interact with patients’, physicians and other staff within the clinic and at outside facilities providing accurate, timely and responsive information.
3. Coordinate processes and timing as required to meet physician and facility requirements.
4. Coordinate arrangements for surgical assistants, special equipment, and surgical materials.
5. Schedule diagnostic therapy and other treatments as requested.
6. Obtain authorization for surgery from patient’s insurance company.
7. Provide patient with generic preoperative information sheets and advise patients of preoperative surgical and financial requirements.
8. Submit patient clinical and financial information to facility assuring appropriate medical records release, if needed.
9. Answer and screen telephone calls in a courteous manner, and record messages for physician and other personnel.
10. Obtain accurate information from patients and ensure all registration forms are complete.
11. Collect patient pre-payments as directed daily.
12. Provide information to patients regarding unpaid balances prior to procedure or surgery.
13. File records in appropriate sections of patient electronic or paper charts and keep patient charts in proper order.
14. Review financial and clinical paperwork to assure completion before the scheduled procedure or surgery date.
15. Maintain files and patient records in a confidential manner.
16. Perform other related duties as directed or assigned.

Education: High school diploma or GED; associate’s degree preferred.

Experience: Minimum of two years of administrative assistant experience in a medical office, including experience with insurance preauthorization and patient collections.

Other Requirements: NA

Performance Requirements:

Knowledge:

1. Knowledge of medical practice protocols related to scheduling appointments.
2. Knowledge of manual/computerized scheduling systems.
3. Knowledge of customer service principles and techniques.
4. Knowledge of medical terminology.

Skills:

1. Skill in communicating effectively with physicians/clinicians about scheduling preferences.
2. Skill in maintaining master appointment schedule via manual or computerized means.
3. Skill in producing reports about appointment patterns as needed.

Abilities:

1. Ability to multitask effectively, dealing with phone calls, in-office patients, staff, and others pleasantly.
2. Ability to communicate calmly and clearly with patients about appointments in all circumstances including when they are ill or have an emergency.
3. Ability to analyze situations and respond appropriately.
4. Ability to competently use Microsoft Office, including Word, PowerPoint, Excel, and appropriate practice management software.

Equipment Operated: Standard office equipment with emphasis on telephone and computer hardware/software.

Work Environment: Medical office or reception area. Exposure to communicable diseases and other conditions related to clinic setting. Work may be stressful due to a busy office.

Mental/Physical Requirements: Must possess the physical and mental abilities to perform the tasks normally associated with an Appointment Scheduler that mostly sedentary with some standing, walking, reaching. Daily and repetitive data entry may cause nerve problems unless ergonomic techniques are used. Periodic stress occurs from handling many calls and dealing with patient requests.