Scheduler Heart & Vascular I – Part Time

Major Responsibilities:
Collects, analyzes and records accurate and compliant demographic and clinical information in the scheduling system. Meets or exceeds productivity standards.
10)Provides directions for patients to follow on day of service and ensures understanding of where to park, where to check-in, when to arrive, etc.

1)Identifies and respond appropriately to callers' communication needs, secures interpreter to complete scheduling and documents record for future visit. Respond and follow up with calls in a timely manner.
2)Using approved identification standards, positively identifies the patient before accessing existing medical record numbers or creating new patient entries
3)Maintains synchronicity between the scheduling and registration systems when rescheduling, canceling or editing accounts.
4)Provides patients with site and appointment date and time options, scheduling per patient preference or first appointment at optimal site.
5)Accurately enters all required patient demographic and clinical data in scheduling application.
6)Checks receipt of faxed orders and reviews for accuracy. Documents record if new or revised written orders are needed on day of service.
7)Schedules with proper test sequencing when multiple tests are ordered, ensures there are no clinical, equipment or physician conflicts.
8)Engages in frequent communication with all departments to ensure scheduling openings are current and time blocks are administered as needed.
9)Explains procedures and provides patients/customers with accurate preparation information prior to exam. Ensures understanding of pre-procedure clinical requirements.

Accurately collects, records and analyzes all required demographic, insurance/financial and clinical data necessary to preregister/preadmit patients from all payer classes.
6)Schedules patients without authorization at least three days out to allow sufficient time to financially clear account. Escalates accounts to appropriate persons if time frame is shortened and account needs higher priority.

1)Collects and records accurate and thorough patient, guarantor, insured and insurance information when preregistering patient accounts.
2)Scans printed orders into the patient’s account or validates the patient is to bring on the day of service.
3)Records accounts notes and appropriately codes accounts for hand-off to financial clearance.
4)Reviews physician orders and other documentation against Medicare payer coverage and medical necessity criteria. Sends electronic requests to physicians to obtain additional diagnoses on orders as needed.
5)Identifies if authorization/prior approvals are required for scheduled services. Requests and documents as appropriate.

Work collaboratively with physicians and physician office staff to coordinate and help facilitate their practice on site. Schedule around physician need and lab availability that will support safe and efficient patient care.
3)Identifies obstacles and proactively seek solutions. Refer concerns to department manager or Director as needed.
4)Identifies the correct resource for clinical questions regarding their scheduled exam and directs the patient
5)Rejects inappropriate orders for correction by the physician’s office
6)Identifies the testing area based on the written order and electronically routes indexed faxes to the appropriate ancillary departments

1)Build relationships between referral sources and The Advocate Heart Institute at Advocate Condell Medical Center.
2)Help maintain a high level of physician satisfaction through effective and professional communication.

Places reminder calls to pre-registered patients 24-48 hours prior to service date per department protocol and ensures each accounts' financial clearance disposition is correct and easily identified for the date of service registrar.
1)Reviews reports to determine who needs reminder calls.
2)Refers to supervisor any accounts that do not meet standards for financial clearance disposition.
3)Confirms service date/time/place with patients and reschedule services as needed.
4)Informs callers of insurance company findings (i.e. deductible, co-insurance and co-payment), collects pre-visit deposits or secures payment promises.
5)Provides patients with information about their arrival and service area needs. i.e., what time to arrive, where to park, where to go, what to bring with them. etc.
6)Review accounts for completeness and accuracy and updates account documentation/financial clearance disposition as needed.
7)Indexes and names faxes located in fax storage system.
8)Accepts and completes other duties and special projects as assigned.
9)Performs other duties as assigned.
Provides administrative support to the Heart Institute teams as directed.
6)Collects data and/or compiles information to prepare reports for department.
7)Types letters, memos, reports, and other types of correspondence from rough drafts or provided copy and composes correspondence for supervisor/staff.
8)Assists with event planning for internal or community offerings.

1)Contributes to the Continuous Quality Improvement mission by team effort and input.
2)Attends all required departmental in-services and staff meetings. Participates in departmental training, team building activities, in-services, and activities essential for department operations.
3)Assists with flexible work scheduling needs.
4)Participates in special projects as assigned.
5)Prepares presentations, handouts, signs, invitations, etc. utilizing various software packages

Education/Experience Required:
• High School Diploma

2+ years healthcare and customer service experience with computer knowledge Basic knowledge of medical terminology.

Knowledge, Skills & Abilities Required:
• Effective organizational and prioritization skills

• Knowledge of office equipment

• Effective communication, customer service and negotiation skills

• Ability to multi-task

• Types at 35 wpm preferred Knowledge of office equipment Possesses intermediate math and business writing skills

Basic computer skills

Physical Requirements and Working Conditions:
Ability to work in a fast-paced environment with established time constraints and emotional and sensitive situations. Employee is regularly required to sit, stand, walk, talk and hear. Must possess visual acuity and manual dexterity to perform computer data entry and other clerical aspects of the job. May bend, stoop, twist and reach in conjunction with the job requirements. May lift files, reference books, supplies, and other documents up to 10 lbs. May walk and push a wheeled cart with a computer and supplies weighing up to 50 lbs. This is both a sedentary and active position. Employee is regularly exposed to noise associated with working around others in an office setting. May be exposed to a variety of illness and medical conditions. Must be able and willing to work weekends, holidays and occasionally other shifts.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.