Scheduling Coordinator

The Scheduling Coordinator is responsible for providing quality customer service on a timely basis and interacting with clients to ensure services are accurately scheduled. Responsible for communication and documentation between a wide customer base to include but not limited to, Insurance Carriers, Provider Offices, Attorney Offices and Injured Workers (Claimant)

Outcome/Results

The successful incumbent ensures that all Scheduling requirements are met in a timely and accurate manner ensuring that quantitative results are met without sacrificing qualitative results.

Key Responsibilities

Delivers quality Customer Service from initial request for service until completion of end product

Adheres to client protocols and jurisdictional regulations including appropriate documentation of same

Ensures all referrals have been entered and cases created accurately

Schedules exams with physician offices and enters date and times through office operating system

Communicates with clients, physicians and claimants/attorney regarding appointment scheduling, appointment changes, no shows and cancellations.

Prepares and sends exam notification letters, cancellation letters, no show letters daily

When required, responsible for initiating and follow up of prompt pre-payment to providers

Coordinates ancillary services such as transportation/translation as requested, following customer protocol

Performs appointment reminder calls and appointment follow up calls as necessary

Contacts appropriate agencies or persons for the purpose of verifying information

Handles incoming and outgoing calls effectively and efficiently meeting client standards/protocols

Ability to efficiently and accurately manage high volume of emails in a timely manner

Communicates immediately with Supervisor with regard to any client concerns

Operates company software and equipment

Enters data by inputting alphabetic and numeric information into system via keyboard

Demonstrates strong organizational skills with the ability to multi-task without compromising extreme attention to detail

Communicates using correct English, spelling, grammar, and punctuation

Ability to understand and follow oral and written instructions while adhering to prescribed departmental routines

Proficiency with imaging/scanning documents

Maintains confidentiality and discretion as a general rule

Works effectively as a team contributor on all assignments

Interacts professionally with other employees as well as clients

Has a clear and concise understanding, and adheres to, guidelines as they relate to HIPAA, Conflict of Interest, and Ethics

Understands current URAC standards as appropriate to job functions

Key Competencies/Skills/Abilities

HS Diploma or equivalent

Proficient with MS Office Suite

Excellent communication skills-verbal and written

Ability to organize and prioritize work effectively

Ability to accept and apply constructive feedback

Background & Experience

HS Diploma or equivalent

Proficiency with MS Office Suite and Excel

Physical Requirements

Ability to remain in a stationary position for long periods of time

Ability to speak and hear

Manual dexterity sufficient to operate a computer keyboard and calculator

The employee may be required to walk

The ability to see details at close range (within a few feet of the observer)