• Monday to Friday
• 8:00am to 5:00pm
• Occasional travel to outreach clinic locations may be required based on operational needs and staffing support requirements.

Pay Range:

We are seeking a highly organized, customer-focused professional with strong communication skills to join our team. The ideal candidate will be able to effectively manage high call volumes, coordinate patient appointments across multiple providers and locations, and maintain accuracy while working in a fast-paced environment.

EDUCATION/EXPERIENCE

High school diploma or GED equivalent and three years clerical experience, six months of which must be at Patient Scheduling Coordinator level or equivalent.

LICENSURE, CERTIFICATION, and/or REGISTRATION

• Must complete certification program and maintain accuracy standards.
• BCLS required within 30 days of hire.

ESSENTIAL FUNCTIONS

• Proficiency with electronic medical record (EMR) systems and scheduling platforms.
• Strong computer skills, including Microsoft Office applications.
• Ability to multitask and prioritize work effectively in a high-volume healthcare setting.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism when handling sensitive patient information.
• Demonstrated customer service experience, preferably in a healthcare environment.

• Schedules clinical appointments for new and returning patients with independent judgment and discretion to priority using the IDX system. Follows Clinical Operations standards to promote a cooperative work and patient care environment.
• Coordinates extensive laboratory work and diagnostic testing for patients using LastWord, NotesLink, Logician, etc., or manual lab slips; anticipates necessary lab work and testing based on knowledge of patient needs.
• Makes daily judgments over the telephone as to the timeframe in which patients should be seen based on experience and the examination of patient charts.
• Performs complex coordination among WFUHS physicians, external physicians, patients, nurses, and outside testing laboratories to assure that all necessary tests are performed and paperwork is complete. Coordinates departmental consult service as directed.
• Coordinates testing for inpatients, using judgment and discretion as to the seriousness of condition to properly plan for transportation, timeframe of tests, and types of test performed.
• Assures that each patient's chart is fully prepared prior to the visit, including chart work-up.
• Answers inquiries concerning clinic policies and procedures. Initiates and facilitates the resolution of patient issues and complaints utilizing other Medical Center professionals as needed. Practices excellent customer service skills. Accommodates patient's special needs (e.g., interpreter).
• Assists in the training of less experienced personnel as instructed.
• Processes transaction editing system (TES) files by obtaining requested information. Performs medical coding as needed to assure proper billing for services rendered.
• Coordinates surgeries using discretion as to timeframes, instruments needed, room availability, and physician schedule. Obtains precertification and coordinates activities with NCBH as required. Assures that patient has all necessary information.
• Performs financial duties such as authorizing or obtaining authorization for insurance, reviewing encounter forms, assisting with medical coding, providing assistance to patients regarding billing questions, etc.
• Complete required educational programs to remain current on job responsibilities and fulfill compliance requirements. Successfully completes the WFUP Certification Program. Attends and participates in the development of the WFUP Clinical Operations Departmental meetings regularly.
• Performs other related duties incidental to the work described herein.

SKILLS/QUALIFICATIONS

• Knowledge of third party payor requirements and basic knowledge of ICD-9 and CPT coding or willingness to complete these courses upon employment
• Data entry accuracy of 5000 kph with 3% or less error rate
• Ability to function independently in an intensive clinical setting
• Ability to perform multiple tasks simultaneously
• Experience using IDX, Medipac and LastWord
• Experience with managed care or health insurance company
• Strong customer service focus

An exceptional candidate will possess:

• Previous patient scheduling experience in a specialty medical practice.
• Experience utilizing Encompass and other healthcare scheduling systems.
• Strong patient service and customer experience background.
• Proven ability to manage complex provider schedules and appointment coordination.
• Experience working across multiple clinic locations and providers.
• Strong problem-solving skills, attention to detail, and ability to adapt to changing priorities.
• Demonstrated ability to build positive relationships with patients, providers, and interdisciplinary team members.

WORK ENVIRONMENT

• Well-lighted, well-ventilated, and adequate space
• Medical office environment

PHYSICAL REQUIREMENTS

• Standing
• Walking
• Sitting
• Bending
• Reaching with arms
• Finger and hand dexterity
• Talking
• Hearing
• Seeing

Lifting, carrying, pushing and or pulling:

• 20 lbs. maximum
• 50 lbs. maximum
• 100 lbs. maximum

Our Commitment to You:

Advocate Health offers a comprehensive suite of Total Rewards: benefits and well-being programs, competitive compensation, generous retirement offerings, programs that invest in your career development and so much more – so you can live fully at and away from work, including:

Compensation

• Base compensation listed within the listed pay range based on factors such as qualifications, skills, relevant experience, and/or training

• Premium pay such as shift, on call, and more based on a teammate's job

• Incentive pay for select positions

• Opportunity for annual increases based on performance

Benefits and more

• Paid Time Off programs

• Health and welfare benefits such as medical, dental, vision, life, and Short- and Long-Term Disability

• Flexible Spending Accounts for eligible health care and dependent care expenses

• Family benefits such as adoption assistance and paid parental leave

• Defined contribution retirement plans with employer match and other financial wellness programs

• Educational Assistance Program

Note: Eligibility for programs listed above may depend on your FTE or status (e.g., full-time, part-time, per diem, temporary, etc.); please ask a Recruiter for more information during an interview.