Centralized Scheduler bei Harlan County Health System

Description

Position Summary:
The Centralized Scheduler is responsible for coordinating, scheduling, rescheduling, and canceling patient appointments and procedures across multiple departments within the hospital. This role ensures timely scheduling, efficient appointment management, and clear communication between patients, providers, and departments. The Centralized Scheduler plays a crucial role in optimizing patient flow and supporting the hospital's commitment to exceptional patient care.

Essential Job Functions:

Patient Scheduling:

• Schedule patient appointments, procedures, and diagnostic tests across various hospital departments.
• Ensure prior authorization is approved before patient appointments.
• Coordinate with providers, nurses, and healthcare professionals to ensure availability and optimal scheduling.
• Confirm appointments with patients, providing necessary instructions and preparation details.
• Call patients to remind them of upcoming appointments.

Communication:

• Serve as the primary contact for patients regarding appointment scheduling, changes, and cancellations.
• Effectively communicate with hospital departments to relay patient information and scheduling needs.
• Provide patients with detailed information about their appointments, including directions, preparation instructions, and follow-up requirements.

Data Management:

• Accurately enter and update patient information in the hospital’s scheduling system.
• Maintain comprehensive records of scheduled appointments and any changes or cancellations.
• Ensure patient confidentiality and compliance with HIPAA regulations.

Customer Service:

• Provide exceptional customer service to patients, addressing concerns or questions related to scheduling.
• Assist patients with rescheduling and offer alternative options when necessary.
• Handle scheduling conflicts or delays with professionalism and efficiency.

Collaboration:

• Work closely with clinical and administrative staff to align scheduling with department capacities and patient needs.
• Participate in departmental meetings to discuss scheduling protocols, challenges, and improvements.
• Support the hospital's initiatives to enhance patient satisfaction and care coordination.

Additional Duties:

• Backup for the Authorization Specialist.
• Follow hospital policies, including standard precautions, safety, and corporate compliance procedures.
• Attend mandatory in-service education programs.
• Participate in educational conferences to maintain and update professional knowledge and skills.
• Other duties as assigned.

Qualifications:

• LPN, CNA, or Medical Assistant preferred.
• Familiarity with medical terminology.
• Experience with Meditech (preferred).
• Strong interpersonal skills, requiring courtesy and tact when communicating with patients, families, callers, and staff.
• Knowledge of computer hardware, software, and data communications.
• Critical reasoning skills necessary to organize workload according to priorities.
• Ability to record information accurately and follow instructions exactly.
• Willingness to work flexible hours.

Supervisory Responsibilities:

None

Physical Requirements:

• Ability to sit for extended periods of time while working at a computer or desk.
• Regularly required to talk or hear, and frequently required to use hands to type, handle, or reach for office tools and equipment.
• May occasionally be required to stand, walk, and lift or move items up to 20 pounds.
• Specific vision abilities required include close vision, distance vision, peripheral vision, and the ability to adjust focus.
• The noise level in the work environment is usually quiet to moderate, typical of an office setting.

Working Conditions:

• Typical office setting, with sensory experiences including small temperature variations, conversational noise, and everyday office activities.

Core Values:

This role supports and exemplifies Harlan County Health System’s core values:

• People: Foster teamwork and respect throughout the organization.
• Service Excellence: Deliver high standards of service and exceed patient expectations.
• Responsibility: Demonstrate accountability for tasks and alignment with organizational goals.
• Quality: Ensure the highest level of patient care and operational service.
• Communication: Promote open and effective communication within the team and across departments.
• Innovation: Encourage and support new ideas and process improvements within the department.
• Safety: Maintain a safe environment for patients, staff, and visitors.

Security/Access:

• Will have access to facility 24 hours a day
• Will have access to confidential information abiding by the organization’s privacy policies and regulations concerning this information
• All Harlan County Health System users will be given access to the organizations network to the level required to perform their specific duties. Some users will require access to job specific systems, the authorization of these systems will be granted but the department director or the IT.

Patient Age Groups Served:

• None

Other Duties:

The above statements reflect the general details considered necessary to describe the essential functions of the job as identified and shall not be considered as a detailed description of all work requirements that may be inherent in the position. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. Perform other duties as assigned or requested.

Equal Employment Opportunity:

Harlan County Health System (HCHS) is an equal opportunity employer. We are committed to creating a diverse and inclusive workplace that values the contributions of all employees and applicants. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other protected characteristic as established by law.

We are dedicated to providing equal opportunity in all employment practices, including recruitment, hiring, promotion, training, compensation, benefits, and all other terms and conditions of employment. HCHS believes that diversity in our workforce enhances our ability to provide quality healthcare and supports our mission of serving the community.

If you need assistance or an accommodation due to a disability, please contact our Human Resources department to discuss your needs.