Position Description

Position Title: Scheduling Coordinator

Department: Administration

Reports To: Practice Administrator

Job Category: Administration

Position Summary: Scheduling Coordinators schedule cases for and maintain relationships with, the scheduling offices of our client surgeons and hospitals. We are looking for a professional and personable individual to handle the scheduling of intraoperative neuromonitoring for surgical cases. Scheduling requests are taken via phone, email, and fax. This person will fulfill scheduling requests at the office, Strong communication and customer service skills are essential as this person will constantly be speaking with our valued hospital and surgeon clients. Attention to detail is also a must; this person will be obtaining clinical information required for patient care and entering that information in our scheduling system. Familiarity with medical terminology and experience in the medical field is a plus.

Essential Duties:

• Schedules daily and emergent cases, confirmation of all next day cases, which making sure regularly scheduled ‘check-in’ calls
• Develops and maintains relationships with our surgeon and hospital schedulers, customizing case scheduling routines to their needs and wants
• Ensures any client issues are addressed to the client's satisfaction and that those issues are documented
• Coordinates with after-hours answering service on-call schedule, regional configurations, and dispatch policy
• Logging information in USMON (IOM scheduling software) after receiving booking data via phone call, email, fax, or other 3rd party methods (i.e. Technicians).
• Accurately enters and uploads patient demographics and insurance information into USMON
• Obtains missing patient demographics, insurance information, and H&Ps from the surgeon’s office or facility.
• Follows protocols and guidelines outlined in the scheduling SOP.
• Ensuring the accuracy of data entered into USMON with exceptional attention to detail and up to date records on surgeons booking policies/preferences/block days etc.
• Relaying accurate, detailed and timely schedule to regional teams daily
• Ensuring the accuracy of the current booking schedule and requesting whether or not our services are needed for future cases.
• Triage incoming urgent scheduling matters (add ons, cancelations, time changes) and dispatch to corresponding management as necessary
• Occasional administrative office tasks as dictated by supervisor

Qualifications:

Education and Certifications:

High School Diploma or GED

Experience/Training:

Experience with Microsoft Office including Excel

Experience with interpersonal communications using various communications media

Experience in an office setting with minimal supervision

Experience in Surgery/OR scheduling a plus

Knowledge, Skills and Abilities:

Excellent organizational skills

Effective written and verbal communication skills

Understanding of routinely used business metrics

Proficiency with MS Office suite of programs

Basic typing and keyboarding skills with a minimum of 30 wpm

Working Conditions:

Requires being available during non-scheduled work time

Participate in rotating on-call schedule for after-hours/holiday coverage

Physical Demands:

Ability to lift a maximum of fifty (50) pounds.

Ability to sit for long periods of time

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