Scheduler - Senior

JOB TITLE: Senior Scheduler

DEPARTMENT: Gastroenterology

LOCATION: WNY Gastro at Brockport - 80 West Avenue
Suite 203, Brockport, NY 14420 United States of America

HOURS PER WEEK: 40

SCHEDULE: M/W/F 6:45AM - 3:15PM - T/TH - 7:30AM - 4:00PM

SUMMARY

Coordinates surgical scheduling for multiple physicians in busy surgical practice. Includes but not limited to scheduling pre-admission history and physicals, OR times, and beds with planned requests for hospital services, diagnostic procedures and daytime add on cases or in-house procedures. Schedule and coordinate surgical cases and procedures with other physician specialty practices and departments. Responsibility includes pre-authorization verification for all types of insurance coverage. Copy and coordinate patient instruction and prescriptions to be mailed. Communicate with patients verbally and through written documentation informing of appointments and reschedules. Train others on scheduling as needed. Provides support to physician, clinical and clerical team members with questions and scheduling challenges. Attends the weekly surgical clinic session with physicians to schedule surgeries. Daily verification of add on cases performed after hours and confirm surgeries performed as scheduled to facilitate accurate billing. Review OR schedule against office physician schedule for accuracy, update IDX system as procedures are scheduled.

RESPONSIBILITIES

• Receives and processes mental health/inpatient/ambulatory/maternity advance schedules. This information is then forwarded to a pre-admission representative for data entry and generation of pre-admit letter, and preparation of lab requisitions. If less than 1 days prior to pre-admit, calls patient immediately to confirm appointment times and locations according to established procedures.
• In no less than 2 days prior to pre-admit and again for the date of the admission, assembles and reviews all paperwork for accuracy. Follow-up on any missing items. Distribute completed packets to floors or bed assignment according to established time frames. References printed pre-admit and bed assignment/ASC listings to assure paperwork is ready for processing.
• With 1% accuracy types hospital's consent for treatment and follows up with OR and/or physician's offices on any discrepancies as advised by patients or staff. Also assures proper documentation will be provided at the time of pre-admit by those signing on behalf of the patient for treatment.(includes minors, incompetent patients, patients in protective or guardianship custody, etc.). Notifies Risk Management with all pertinent information and obtains approvals according to hospital policy.
• Receives notifications for changes or cancellations no less than 24 hours in advance. Assures update in the ADT system with generation of revised pre-admit letters and cancellation or update of precertifications, if appropriate. Notifies others, as appropriate (DOSA/OR/ASC/Bed Assignment/patients/etc.) and revises or destroys associated paperwork or account numbers according to established procedures.
• Coordinates tasks performed by volunteers and staff.
• Prioritize and distributes tasks associated with the scheduling process to staff/volunteers and monitors adherence to established time deadlines and procedures.
• Advises supervisor to observed delays or failure to follow procedures on the part of staff/volunteers.
• Assists in orientation of new staff/volunteers by describing own role as necessary.
• Trains and monitors performance of volunteers assigned to reception, insurance verification, mail processing, and assembly of forms and packets.
• Provides receptionist coverage in the absence of volunteers; assures that all areas are adequately staffed by maintaining communications with the Volunteer Office.
• Assures that adequate supplies of handbooks and brochures are assembled by the volunteer office. Advises supervisor when assembled packets do not meet standards
• Schedules transportation for discharge and follow up appointments. This may require insurance verification, obtaining precertification/authorization, and communicating with professional staff, the patient, and/or their representatives regarding financial assistance needs.
• Provides an estimate of transportation costs when applicable.
• In order to schedule appropriate transportation, may need to obtain required data including demographic, financial, and signatures from physicians/providers for proper insurance coverage of transportation services.
• Copies and prepares paperwork for facility transfers in a timely manner.
• Processes transportation bills or other types of payments.
• Updates resource information: skilled nursing lists, adult homes, and departmental statistics.
• Assists in ordering and maintaining supplies for discharge planning such as sweat suits, Walmart cards, bus passes, meal tickets, and ramp passes.

MINIMUM QUALIFICATIONS

• None

PREFERRED QUALIFICATIONS

• Bachelors degree in business, social sciences, human resources, or equivalent preferred. An equivalent combination of education and experience will be considered.
• Three years of relevant healthcare experience preferred.
• Strong analytical, computer, organizational, customer service and communication skills.
• For the transportation departments, knowledge of IDX and CCS is beneficial.
• For ElderONE employment and other areas of elderly care: 1 year experience working with the frail elderly population is preferred.
• Strong written and verbal communication skills. ?

PHYSICAL REQUIREMENTS: S - Sedentary Work - Exerting up to 10 pounds of force occasionally Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

PAY RANGE: $18.53 - $20.43