The Central Scheduler III is responsible for scheduling and registering outpatient diagnostic testing, surgery, and/or endoscopy procedures, providing training for staff, supporting the general operation of the department, and remaining flexible at all times. Customer service is an essential element of the position, as the employee will be responsible for assisting physicians, patients, visitors, and hospital staff with their needs as they relate to the functions of the department.

Essential Duties and Responsibilities

These duties and responsibilities described below represent the general tasks performed on a daily basis; other tasks may be assigned.

Serve as a resource to the department for outpatient diagnostic testing, surgery, or endoscopy scheduling Serve as Preceptor for the department, maintaining responsibility for orienting and training new employees Receive and schedule diagnostic and/or surgery postings via direct phone calls or faxes from physician offices in a timely manner Effectively interview patients and obtain detailed information to include patient demographics, type of test/procedure/surgery being performed, equipment needed, anesthesia requested, and CPT and ICD codes Advise patients, per protocol, on outpatient testing preparation which involves detailed knowledge of procedures and tests Ensure compliance with government regulations in reference to healthcare, billing, the Health Insurance Portability and Accountability Act (HIPPA), and Patient Access department policies and procedures Consult with the OR Nurse Manager to improve surgical flow by rearranging patients as needed to provide optimal Operating Room utilization while preventing equipment conflicts Communicate all surgical postings and changes to the Operating Room, Pre-Admission Testing, Nurse, Central Registration, and Insurance Services; draft surgical schedules daily and distribute to various departments, ensuring that Anesthesia is provided and available Utilize knowledge of shared resources to eliminate conflicts in posting and scheduling of cases Effectively and efficiently communicate any modifications or special case needs to the appropriate department(s) Ensure all processes appear seamless to the patient and family even when unexpected situations arise to interrupt workflow Use effective time management skills to ensure a positive experience for patients and physician offices Effectively coordinate multiple tests/procedures with the appropriate staff and resources Demonstrate knowledge of ICD coding requirements Demonstrate proper use of appropriate software for medical necessity checking, and be able to explain ABN/”Letter of Understanding” to customers Have a basic understanding of various insurances and their requirements; stay abreast of changes Consistently maintain established productivity requirements and maintain a 96% or greater accuracy rate Understand and use the department computer system in an effective and proficient manner Actively participate in service recovery and customer service activities to ensure a superior customer contact Adhere to CRMC’s confidentiality policy for all information related to patients, family and friends, hospital employees, physicians, and clients Maintain effective interdepartmental communication Meet departmental/unit metrics for productivity, which are set annually Support departmental initiatives and goals, as defined annually Attend required hospital-wide orientations, meetings, and in-services Demonstrate a commitment to flexible work scheduling when necessary to ensure patient care

Education and Experience

Minimum Required Education: High school diploma or equivalent

Preferred Education: Associates degree or enrollment in a healthcare program, i.e. Health Information Technology, Medical Assistant, etc.

Experience: 5+ years’ experience as an Administrative Assistant, Medical Secretary, or Scheduler in an acute care setting is required. Applicant must have a strong working knowledge of medical terminology and ancillary testing. Strong computer skills in a Windows PC environment is required; must be able to operate/utilize fax machine, copy machines, scanner, and Windows-based computer functions.

Certificates, Licenses, Registrations

Certification as Medical Assistant, Nursing Assistant, Emergency Medical Technician, Licensed Practical Nurse, or Paramedic is required; will consider other certifications recognized by national associations. Applicant is required to obtain a HFMA, NAHAM, or AAHAM certification within the first year of employment