Scheduler Coordinator

US Oncology Network - Winchester, VA

Full-time - Entry Level

Winchester, VA

Ambulatory Health Care Services

About the position

Shenandoah Oncology is seeking a highly skilled and personable individual to join our team as a Scheduler. As a crucial member of our team, you will be responsible for efficiently and accurately scheduling patient appointments and tests. Your exceptional conversational and problem-solving skills will be essential in providing excellent customer service and addressing any concerns or questions that patients may have. The position is Monday - Friday, 8:30 - 5:00 p.m. ET., and our practice observes several paid holidays and offers a competitive benefits package. In this role, you will answer all incoming calls, assess callers' needs, and direct them to the appropriate personnel. You will be responsible for obtaining and communicating messages in an accurate and timely manner, scheduling new patients, patient referrals, and returning patients in our system according to physician and office guidelines. For new and referred patients, you will set them up in the system with the appropriate documentation and coding. You will also handle cancellations and rescheduling of appointments based on physician schedule changes and notify the appropriate clinic personnel. Additionally, you will obtain and enter all insurance authorizations and correspondence relating to referrals in patients' charts and/or electronic medical records (EMR). Collecting co-pays, deductibles, and other out-of-pocket amounts at the time of visit will also be part of your responsibilities. You will maintain the primary office scheduling template, arrange for patients to have financial counseling as needed, and demonstrate an understanding of patient confidentiality to protect both the patient and the clinic. You will follow policies and procedures to contribute to the efficiency of the front office and cover for other front office functions as requested. You may also be responsible for scheduling outpatient appointments, testing, surgeries, and hospital admissions upon request, obtaining necessary pre-certifications, and communicating with patients about surgeries or tests being scheduled. A basic understanding of medical terminology for tests and surgical procedures, including coding, will be beneficial in this role.

Responsibilities

• Answers all incoming calls; assesses callers' needs and directs to appropriate personnel.
• Pages clinic personnel as appropriate.
• Obtains and communicates messages in an accurate and timely manner.
• Schedules new patients, patient referrals, and returning patients in the system in accordance with physician and/or office guidelines.
• For new and/or referred patients, sets up in the system with appropriate documentation and coding.
• Cancels/reschedules appointments according to physician schedule changes; notifies appropriate clinic personnel.
• Obtains and enters all insurance authorization and correspondence relating to referrals in patients' charts and/or electronic medical records (EMR).
• Collects co-pays, deductible, and other out-of-pocket amounts at the time of visit.
• Maintains primary office scheduling template containing physician meetings, satellite schedule, rounding, and call coverage.
• Arranges for patients to have financial counseling as needed.
• Demonstrates an understanding of patient confidentiality to protect the patient and clinic/practice.
• Follows policies and procedures to contribute to the efficiency of the front office.
• Covers for other front office functions as requested.
• Prepares correspondence, memos, forms, and other typing as requested by supervisor.
• May schedule outpatient appointments/testing/surgeries and hospital admissions upon request.
• Obtains necessary pre-certification as required.
• May communicate to patient about surgeries or tests being scheduled and potential prep work needed, inquiring about test specifics from necessary parties and gathering patient information as needed.
• May be responsible for follow-up on all pre-operative tests to ensure cleared for surgical procedure and communicates with physician and patients if further testing is required before surgery is performed.
• May be responsible for scheduling post-operative follow-up appointments with physicians.
• Basic understanding of medical terminology for tests and surgical procedures, including coding and ability to look up codes specific to diagnosis, surgery, and scheduling procedure.

Requirements

• High school diploma or equivalent required.
• 0-3 years' experience preferably in a medical office setting.
• Knowledge of medical terminology and coding is a plus.
• Must have excellent communication skills, written and verbal.
• Proficiency in Microsoft Office (Outlook, Word, Excel) required.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• Short-term disability coverage
• Long-term disability coverage
• Generous PTO program
• 401K matching
• Wellness program that rewards healthy lifestyle practices
• Tuition reimbursement
• Employee assistance program
• Discounts on some retailers