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Job Title: Scheduling/Referral Coordinator Date: 2023
Job Code: 000627 Grade: 67 FLSA Status: Non-exempt
Department: NEWH Charlestown Reviewed By: Elizabeth Ruzzo Reports To: Practice Manager
GENERAL SUMMARY/OVERVIEW STATEMENT: Summarize the nature and level of work performed.
The Scheduling/Referral Coordinator, under general supervision of the Operations Director, provides cross coverage for the front desk as member of the team.
PRINCIPAL DUTIES AND RESPONSIBILITIES: Indicate key areas of responsibility, major duties, special projects and key objectives for this position. These items should be evaluated throughout the year and included in the written annual evaluation.
• Collaborates with practice leadership to evaluate, develop, and implement various administrative systems and procedures designed to maximize the front desk work flow, thereby creating staffing efficiencies
• Ensuring accuracy of insurance information and check eligibility
• If patient does not have insurance, offers instructions and assistance to apply for sliding fee scale
• Participates in departmental preparation for Joint Commission and other regulatory site visits
• Ensures that HIPAA policies and procedures are fully implemented
• Orients all new staff to the health center
• Tracks employees time off and emails HR/Payroll on a weekly basis
• Supervises administrative staff and front desk staff
• Works as part of the team and maintains ongoing working relationships with staff, and clinical and physician members of the practice, to facilitate positive staff morale and support provider productivity
• Takes meeting minutes for the monthly all staff meeting
• Performs all duties and/or projects assigned by the CMO or Program Director
• Participates in PCMH Developmental Projects
• Collaborates with medical staff to ensure smooth patient flow and provides needed documents for visit
• Generates and mails no show/missed appointment letters to all clients not checked in at the end of the shift
• Schedule any imaging orders provider has done and obtain prior authorization if needed
• Handles referrals to specialists, tracking patients’ appointments to specialists
• Obtain BH authorizations, input into Epic and closely monitor them
• Assists in training all new administrative and Patient Service Coordinator staff
• Responsible for all mail/faxes that come into the health center and distribute accordingly
• Performs all of the following key functions of the administrative/Patient Service Coordinator staff:
o Meets and greets clients and visitors in a courteous, pleasant and approachable manner
o Checks in patients which includes greeting the patients, providing new patients with HIPAA paperwork, verifying insurance information, asking for changes in demographic and insurance data
o Answers phones and clears voicemails on a timely basis, generates no-show and appointment reminder letters and conducts the end of the day closeout
o Takes messages, generates telephone encounters and routes them to clinical staff
o Make reminder calls the day before all appointments and same day reminder calls for all new patients and physicals
o Accurately records payments on the day sheet for cash/checks or credit. Day sheet must tally accurately at the end of shift and be checked and initialed by a peer. Independently notifies supervisor if receipts and payments do not match
o Day sheets and payments are picked up by the Charlestown Administrative Coordinator or designee at the end of the shift.
Job Description
QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
• High school diploma or equivalent required
• Minimum of two to four years of healthcare experience
• Knowledge of managed care plans
• Minimum of 2 years of supervisory experience
SKILLS/ABILITIES/COMPETENCIES REQUIRED: (MUST be realistic, measurable, objective, and related to the essential functions of the job.)
• Must have strong interpersonal and communication skills
• Must have the ability to be flexible, highly organized and thoughtful in a fast paced ambulatory setting
• Must have analytical and creative problem solver skills which will support sound decision making
• Must have strong computer skills and knowledge of office practice applications
• Must have strong organizational skills
• Must have a high degree of initiative and independent judgment
• Must have the ability to perform all duties of the Administrative/PSC staff
WORKING CONDITIONS: Describe the conditions in which the work is performed.
Ambulatory health care setting
SUPERVISOR RESPONSIBILITY: List the number of FTEs supervised.
N/A
FISCAL RESPONSIBILITY: Indicate financial “scope” information, i.e.: size of budget, volume, revenue, etc.
N/A
APPROVAL:
(NAME)
Department Manager ___________________________________ Title __________________ Date ___________
(NAME)
Employee ____________________________________________ Title __________________ Date ___________
The above is intended to describe the general contents and requirements of work being performed by people assigned to this classification. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.QUALIFICATIONS: (MUST be realistic, neither overstated nor understated, and related to the essential functions of the job.)
• High school diploma or equivalent required
• Minimum of two to four years of healthcare experience
• Knowledge of managed care plans
• Minimum of 2 years of supervisory experience
SKILLS/ABILITIES/COMPETENCIES REQUIRED: (MUST be realistic, measurable, objective, and related to the essential functions of the job.)
• Must have strong interpersonal and communication skills
• Must have the ability to be flexible, highly organized and thoughtful in a fast paced ambulatory setting
• Must have analytical and creative problem solver skills which will support sound decision making
• Must have strong computer skills and knowledge of office practice applications
• Must have strong organizational skills
• Must have a high degree of initiative and independent judgment
• Must have the ability to perform all duties of the Administrative/PSC staff
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