Medical Scheduler

Medical Scheduler
– Join our 501(c)(3) nonprofit dedicated to transforming lives and creating positive change in our community.

• Competitive salary and benefits package.
• Paid holidays and generous PTO plan.
• 401(k) retirement plan with 4% employer match.
• Opportunities for professional development and career advancement.
• Collaborative and inclusive work culture valuing innovation and creativity.

OBHAW is an equal opportunity employer committed to diversity. If you require accommodation, contact Human Resources at .

Medical Scheduler

Front Office Manager

40 hours per week

Nonexempt

Provide excellent customer service to clients, visitors, and employees at the reception desk. Schedule appointments, perform data entry, error handling, switchboard operation, obtain referrals, verify insurance, collect and process payments, and perform various administrative support functions for OBHAW offices and/or programs.

• Maximize use of third‑party reimbursement sources for OBHAW clients.
• Process payments/DASEP.
• Schedule medical appointments per OBHAW guidelines.
• Perform all of the above essential functions as evidenced by:
• Scheduling all medical appointment types including full evaluations, medication checks, pain evaluations, and MMO for all providers at all locations.
• Setting up and maintaining physician scheduling templates as instructed by physician and/or supervisor.
• Following scheduling procedures for physician appointments and keeping providers schedules full (back filling when indicated) and scheduling work‑in appointments per provider guidelines.
• Ensuring appointments are made for active clients only.
• Keeping updated spreadsheet for full evaluations and ensuring appointments are made for provider in a timely manner.
• Ensuring the provider has all records and information needed for new client appointments.
• Making reminder calls for appointments as needed for appointments.
• Making first call to clients that miss appointments and forwarding to Engagement Specialist follow up.
• Obtaining all pertinent demographic and insurance information on incoming clients by interviewing clients (or their representative) in a courteous and efficient manner. This includes verifying insurance coverage and/or Medicaid eligibility and PCP referral. All pre‑visit verifications should be no less than 98% verified pre‑service.
• Keying intake information completely and accurately 100% of the time.
• Scheduling clients with a credentialed provider within the following time frames and working directly with provider to ensure need is met:
• Routine appointments within five (5) business days of appointment request.
• Urgent appointments within 24 hours of appointment request.
• Emergency appointment within two (2) hours of notification.
• Updating each client's financial and demographic information with each visit within 30 day intervals.
• Following all procedures as outlined in the PCP process.
• Reporting the financial status and reimbursement sources for each client to Accounts Receivable Manager.
• Collecting copayments, coinsurance, deductibles, and any fees for service 95% of the time.
• Answering incoming calls on multi‑line phone system in a friendly, professional manner by identifying company and self.
• Processing daily mail/packages in a timely manner.
• Adhering to organizational policies and procedures as evidenced by:
• Returning calls of an emergent nature within two (2) hours of receipt. Returning all other calls as soon as possible, but no later than the end of the workday.
• Conducting comprehensive assessments on clients referred for financial case management and discerning and assigning appropriate reimbursement sources.
• Serving as a resource to other staff members regarding reimbursement sources.
• Ensuring client chart is documented with financial discussion under FCMCM charge when applicable.
• Greeting and screening clients and visitors and checking them in.
• Monitoring and keeping lobby area picked up and in orderly fashion. Turning Med Play on television.
• Staying informed of current policies and procedures, committee actions, and other information required for the functional operation…