Scheduling Coordinator

Overview

The Scheduling Coordinator is responsible to schedule and coordinate appointments with clients, physicians and examinees. This position ensures that client specific requirements for provider specialty and location are met, and that all ancillary services are arranged.

• Schedule examinations through the system database.
• Schedule and confirm appointment dates and times with physicians' offices.
• Communicate with clients regarding appointment scheduling, physician CVs, appointment changes, no shows, cancellations, and receipt of medical records and/or images.
• Confirm receipt of records for record review referrals.
• Prepare and send exam notification letters daily.
• Communicate with physicians, clients and/or examinees.
• Submit client invoice and/or issues to accounting if charges are incurred.
• Ensure prompt pre-payment for services issued when required.
• Coordinate ancillary services such as interpretation, chaperones, transportation, and/or exam site rentals when needed.
• Respond to requests for report status and/or information.
• Provide support to other offices as needed.
• Arrange lodging and/or transportation for out-of-town examinees.
• Process mail, deliveries and shipments as needed.
• Participate in various educational and/or training activities as required.
• Perform other duties as assigned.

Education and/or Experience

High school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred.

Certificates, Licenses, Registrations

No specific requirements.

QUALIFICATIONS

• Ability to consistently handle multiple phone lines with heavy call volume.
• Ability to operate computer, fax, copier, scanner, and telephone.
• Must be able to type a minimum of 35 WPM.
• Ability to follow instructions and respond to upper management's directions accurately.
• Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
• Must demonstrate exceptional communication skills.
• Must be able to work independently, prioritize work activities and use time efficiently.
• Must be able to maintain confidentiality.
• Must be able to demonstrate and promote a positive team-oriented environment.
• Must be able to stay focused and concentrate under normal or heavy distractions.
• Must be able to work well under pressure and/or stressful conditions.
• Must possess the ability to manage change, delays, or unexpected events appropriately.
• Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.

• Ability to read, analyze and interpret common correspondence, medical records, and legal contracts and documents.
• Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.
• Ability to respond appropriately and professionally to all inquiries or complaints from customers, upper management, regulatory agencies, and/or members of the business community.
• Ability to effectively present information one-on-one, in small groups, and/or to clients or vendors of the company.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This is generally a sedentary job position that consists of:

• Ability to work at a desk or similar office-type furnishings up to 8 hours a day or longer as required by business needs.
• Ability to operate a computer up to 4 hours at a time.
• Ability to travel to different floors of the office or other locations.
• Ability to move throughout the office.
• Occasionally lifting and/or carrying up to 10 lbs.
• Occasionally pushing/pulling up to 10 lbs.
• Occasionally bending, squatting or twisting.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of…