JOB DESCRIPTION: SCHEDULER
REPORTS TO: Scheduling Supervisor
DEFINITION OF POSITION: Under the supervision of the Scheduling Supervisor, schedules patient appointments using a digital telephone system that includes a specific scheduling phone queue; gives appointment and preparation information to patients and facilities; performs routine clerical work such as typing, file maintenance, and retrieval, patient scheduling, chart maintenance.
IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration, and staff is to create a culture of ergonomic safety. Staff is encouraged to ask for assistance when moving patients or heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff are encouraged to wear nonskid footwear, remove or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas.
RESPONSIBILITIES:
- Associate with patients in a friendly manner
- Log into the phone system scheduling queue to receive calls
- Receives patient phone calls and physician referrals to set up appointments
- Receives and screens urgency of calls, voicemail
- Answers questions and gives information directly, or on the telephone within the scope of his/her knowledge
- Manage electronic Referral Queues for Meridian and Boise offices
- Document contact with patients on each electronic referral
- Communicate to the Referring Physician if unable to reach/schedule the patient
- Inactivate New Patient if unable to schedule, file referral records in the archive
- Route referral records to the appropriate place after the scheduling process is complete
- Request Medical Records from referring physician offices
- Schedule appointments, procedures, radiology, and GI-related exams for:
- Boise and Meridian office and endoscopy centers
- St. Luke’s Boise and Meridian endoscopy departments
- Local Correctional facilities
- Have an understanding of multiple insurances to schedule appropriately
- Obtain and enter correct demographic and insurance information from patients
- Use the pre-assessment checklist when scheduling all procedures
- Give appropriate patient scheduling information to all facilities and document out-patient case numbers
- Give appropriate preparation instructions to patients and pharmacies for patients' upcoming procedure
- Demonstrates ability to operate and maintain copy machine, credit card machine, and facsimile machine.
- Maintains skill and follows procedures to operate in Medical Manager, St. Lukes Dashboard, and Allscripts
- Maintains various office files, patient information packets, and patient charts/records
- Retrieves patient records from Quick Charts and CD Web
- Calls on Nursing for assistance with appointment availability, recall indications, and clinical patient education of procedures or tests
- Maintains HIPAA compliance (patient privacy)
- Assist in keeping the staff lounge neat
- Utilizes Microsoft Outlook email for non-patient correspondence and Allscripts email for patient care correspondence/documentation.
- Demonstrates respect for IGA policies for security, privacy, and confidentiality while using IGA equipment
- Immediately report any network, hardware, or software malfunction to the IT Officer or Supervisors
- Templates MD schedules in Allscripts P.M. as assigned
- Monitors schedules for cancellation and makes adjustments
- Communicates pertinent information to others
- Follows personnel policies contained within the IGA personnel manual
- Other duties as assigned
QUALIFICATIONS:
- High School graduate preferred
- Able to read, write and communicate and present a neat professional appearance
- Create a good impression as a friendly, empathetic, efficient individual as this position has the first contact, phone or face-to-face, with the patient
- Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required
- Demonstrate effective communication with physicians and co-workers
- Able to maintain and comply with patient confidentiality and integrity in all matters
This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instruction and perform any other related duties as may be required by their supervisor.
This job description may be revised, updated, or adjusted at the discretion of Idaho Gastroenterology Associates.