Scheduling Coordinator ; Care Center

Schedules new and follow-up patient appointments, ensuring that appointments are confirmed prior to the date of service and Epic charge estimates are provided both verbally and in writing at the time of appointment scheduling. Schedules Certificate of Incapacity (COI) evaluations as needed for patients who are or will soon be 18 years of age and considered a legal adult.

Answers phones, directs calls as needed, takes messages, returns calls to answer inquiries and questions, and provides accurate and timely follow-up.

Ensures clinic waitlist letters are sent to parents/families in a timely manner.

Continually monitors scheduling, moving patient appointments if necessary to maintain the highest level of efficiency and patient satisfaction. Tracks all new and follow-up patients using the scheduling system and works with providers and other Care Centers to ensure proper scheduling related to patient needs.

Maintains and updates scheduling templates (such as personal leave requests) for all providers.

Maintains regular contact with patients, clinics, and departments regarding pending insurance clearances, coverage, issues, and/or follow-up activity. Responds to patients, families, and clinic issues in a timely and professional manner.

Provides routine financial counseling and seeks assistance from the supervisor when obtaining answers to resolve patient issues.

Logs all incoming/outgoing scheduling communication with outside provideradded to the principal responsibilities and physical requirements sections. Kennedy Krieger Institute providers, patients, and families in the Epic Call Management system.

Retrieves and assesses system information related to insurance authorization for patient services from the Patient Access department.

Completes intakes by obtaining and documenting patient clinical, demographic, and insurance information in Epic system. Communicates with appropriate clinical department staff for approval or appropriateness of intake. Finalizes the intake by communicating disposition to family and/ or referral source.

Searches for and documents previous appointments or requests for services by internal and external referral sources.

Creates appropriate Epic referrals for appointments to be scheduled.

Maintains daily log of intakes done, including number of calls, types of callers, and durations of calls.

Collects, tracks, and processes quality improvement and patient tracking data as needed.