Scheduling Coordinator Specialty Services

Responsibilities:

Daily Department Operations: 

• a. Receives, promptly responds and manages requests to schedule procedures via phone, Teams, PennChart and fax. 
• b. Coordinates incoming requests for procedures relative to room/chair/bed allocation and staff availability. Schedules and pre-registers outpatients in accordance with scheduling guidelines, with the ability to prioritize according to patient needs. Seeks assistance from clinical staff, physician scheduler, physicians and other resources in coordinating appointments as needed. Organizes the schedule to assure adequate block time utilization. 
• c. Ensures all necessary referrals, authorizations and/or pre-certifications are in place prior to scheduling patient’s appointment. If necessary, works with referring physician/ physician’s offices to obtain complete, accurate, and timely, clinical and insurance information required to schedule an appointment. Calls/faxes to referring physician offices as needed, requests for clinical information required to safely provide treatment. 
• d. Communicates appointment dates/time to patient and e-mails appointment itinerary to patient and others and reschedules appointments to maximize utilization, as needed.
•  e. Performs daily communication functions including email, voice mail, fax, and hard copy correspondence. 
• f. Schedules meetings for the department. 
• g. Performs transcription of the following: Radiologist meeting minutes, Radiologist letters and reports as needed, QA Technologist notes and peer review and Cardiopulmonary reports.  
  
• h . Orders office supplies.  
  

  Performance Improvement: 

a. Identifies and communicates need for scheduling modifications and development.

b. In conjunction with Central Scheduling Department and Surgical Services Scheduling, identifies necessary system modifications and monitor the outcome to ensure all customer needs are met. 

c. Support customer service and performance improvement goals of the department; collaborate with other staff, within and outside the Department, to develop means of enhancing patient care and service. 

Revenue Cycle Development: 

a. Be coordinator between clinical modalities, Central Scheduling Department, ancillary departments, physician offices, and Patient Access Services. 

b. Understands and implements policies, in coordination with the Patient Access and Patient Financial Services, relating to patient processing and health insurance verification. 

c. Proactively identifies and participates in process changes to minimize loss of revenue 

Training and Education: 

a. Educate and communicate with providers and clinical staff on procedure requirements to ensure patient safety. 

b. Provide education to physician offices in regard to scheduling protocols. 

c. Participates in on-going education activities to develop, maintain, and enhance professional expertise as monitored by supervision. 

d. Maintain a thorough knowledge of the various IT systems utilized.   

  Physician Engagement: 

a. Consults with physician’s office to ensure written orders for appropriate services are obtained as needed. 

b. Collaborate with physician office staff to align PHCS resources effectively to ensure patient safety, customer satisfaction, and PHCS financial goals.  

Education or Equivalent Experience:

• H.S. Diploma/GED (Required)
• Minimum four years medical scheduling experience required; hospital background preferred. Knowledge of medical terminology.  
  

 LICENSURE, CERTIFICATION OR REGISTRATION REQUIREMENTS 

• Certification with Schedgistration in PennChart completed within 6 months of hire.