The Scheduling Coordinator schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic. Obtains authorizations and pre-authorization for services to be rendered. Schedules ancillary appointments as necessary for patients. Ensures patient charts are prepared prior to appointments/follow up and/or surgery including x-rays and pertinent lab work. Makes arrangements for any special equipment as needed. Reviews and codes charge slips for patient care services and/or surgical services rendered. Maintains files and records, including supporting documentation for insurance claims. Maintains master appointment/surgery calendar for physician(s). Oversees equipment and office supply inventory. Reads all incoming mail, prioritizing and distributing as appropriate. The Scheduling Coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case.
Departmental Specific Summary
The scheduling coordinator is responsible for scheduling patient appointments for the Rehabilitation Services Department (encompassing Occupational, Physical and Speech Therapy). He/she is also responsible for communicating information to other co-workers, utilizing the computer system to access and enter patient data, and providing scheduling functions for the department and to support the outside clinics if needed. The scheduling coordinator will utilize Teams for communication regarding patient arrivals, cancellations, appointment/authorization requests as well as e-mail and the electronic medical record. The scheduling coordinator reports to the Rehab Supervisor.
Essential Duties
- Schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic
- Demonstrates complete working knowledge of equipment and computer software necessary for scheduling all rehab appointments.
- Confirms patient identification by using facility-specified identifiers (name and birth date)
- Welcomes patients and visitors by greeting them in person or on the telephone, Ensures that all patients visiting the department are given courteous attention to their needs and that they are made comfortable when waiting.
- Verifies insurance, obtains needed authorizations and documents status per department standards. Communicates updates regarding visit counts/authorization dates with therapists in real-time.
- Records pertinent patient information along with updating personal and financial patient information and completes all paperwork as required and assists in scanning, treatment information and retrieving patient records timely and accurately.
- Willingly performs other related duties outside immediate work area as assigned or required
- Maintains Rehab front office neat and orderly, Maintains office inventory by checking stock to determine inventory level, anticipating needed supplies and verifying receipt.
- Recognizes emergency situations, indicated code and properly administer aid as needed.
- Works with Rehab Supervisor to address denials and appeals for payment.
- Optimizes patients’ satisfaction, provider time, and treatment room utilization by scheduling appointments in person or by telephone.
- Keeps patient appointments on schedule by notifying therapist of patient’s arrival, reviewing service deliver compared to schedule, reminding therapist of service delays.
- Comforts patients by anticipating patients’ anxieties, answering patients’ questions, maintaining the reception area.
- Protects patients’ rights by maintaining confidentiality of personal and financial information.
- Maintains operations by following policies and procedures: contributes to team efforts as needed. Supports and participates in activities that foster customer service. Communicates and follows the organizational chain of command for notification of general/patient service issues.
- Has a thorough understanding of and expertise in the use of computer system, i.e. Cerner, RevID, Outlook, Teams schedules all appointments timely and without error.
- Daily management of voicemail logs, Cerner Message Center, Teams and Rehab referral queue for appointment scheduling and other patient requests.
- Routes all calls/requests to appropriate personnel, identifies on phone reason for transfer and assures connection is made.
- Attendance Punctuality - Employee does not abuse or take advantage of sick time or personal days off. Provides proper notification and advance notice for absence. Leave of absence is excluded from this standard. Employee is consistently on time and ready to work at the start of the shift. Employee manages time to take breaks and meal periods, returns from breaks in a timely manner and avoids leaving early.
- Ensures meal periods, if applicable, are taken per departmental standards and company policy.
- Compliance with appropriate regulatory standards.
- Use of standard precautions in all patient contact and adherence to infection control measures/practices throughout hospital and in assigned duties.
- Reporting and responding to facility emergencies such as fire, disruption in utilities and hazardous material spills.
- Reports work hazards to his/her supervisor, takes immediate measures to remedy the hazard, and follows through until resolved.
- Demonstrates organizational skills in the form of prioritization and time management.
- Helps others to accept changes in a positive way.
- Performs other duties as assigned.
Qualifications
- Req High school or equivalent
- Req 2 years Previous experience as a scheduler.
- Req Previous experience with computer systems
- Req Demonstrates excellent verbal and written communication skills.
- Req Knowledge of medical terminology.
- Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
The hourly rate range for this position is $22.00 - $35.55.
When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience,
education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.
USC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other characteristic protected by law or USC policy. USC observes affirmative action obligations consistent with state and federal law. USC will consider for employment all qualified applicants with criminal records in a manner consistent with applicable laws and regulations, including the Los Angeles County Fair Chance Ordinance for employers and the Fair Chance Initiative for Hiring Ordinance, and with due consideration for patient and student safety. Please refer to the Background Screening Policy Appendix D for specific employment screen implications for the position for which you are applying.
We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact USC Human Resources by phone at (213) 821-8100, or by email at uschr@usc.edu. Inquiries will be treated as confidential to the extent permitted by law.
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