Job Description
Job Title:Check Out Clerk/Scheduler Reports To:Front Office Manager FLSA Status:Non-Exempt Job Overview:Perform scheduling duties utilizing specific knowledge of medical terminology, clinic or laboratory procedures.Duties include telephone coverage, appointment scheduling and registration by performing the following duties:Check Out Clerk/Scheduler SUMMARY OF FUNCTIONS Responsible for corresponding with patients by checking patients out, scheduling appointments and maintaining up-to-date records, maintaining the organization of our front office, and ensuring that our environment is welcoming, calm, and quiet for our patients and their families.Check Out Clerk/Scheduler ESSENTIAL DUTIES AND RESPONSIBILITIES Confirm which provider patient saw.2 Identifiers required to check out patients:Confirm First and last name, DOB.Accurately check patients out, scheduling testing and follow-up appointments or creating a recall letter for their next appointment, utilizing the computerized scheduling system.Must review physicians progress notes for plan and orders needed.All orders must be scheduled accordingly.If time frame added on orders, they must be followed appropriately.Seek clarification when needed.For example, same day monitors, new medication start, confirm insurance and authorization requirements prior to scheduling same day testing.Task Completion including but not limited to:CHF Reports, Orders reports, no shows.Portal requirements including but not limited to:Cancellations, rescheduling, demographic updates, addressing patient messages and or routing to correct department to be addressed.Waitlists must be reviewed daily.Send cancellation e-mails and contact patients from cancellation list.Patients requesting accommodation to early appointments must be authorized by management team and authorized by physician to overbook patient.Rescheduling assignments assigned as needed.Extensive knowledge of CVAM schedules for all 3 locations of care and how to schedule office visits and testing appropriately for each.Collects and/or informs patients of co-pays, co-insurance and outstanding patient balances when scheduling future appointments.Document in patient's appointment notes of discussion.Verify that each patient's demographic and insurance information is correct and up to date.Proper verification required when interaction with patient either face to face or via telephone.Must be documented in appointment that this has been verified each time.Courteously answer live calls responding to the inquiry, scheduling the patient, directing the caller to the appropriate personnel or initiating a triage call for medical personnel in a timely fashion.Retrieve scheduling voicemails as assigned and logs them on CVAM front office voicemail log located in the Public drive.All voicemails returned by end of day, but no more than 24 hours later.Direct all immediate patient health concerns to a member of the clinical staff for triage or initiate a Walk In email alerting medical staff to situation.If same day appointments are available, offer to patients.Follow Same day add on policy.Schedule interpreting services for patients in need of this service.Contact Az Interpreting for Sign Language interpretation at 480-961-7331 and document they have been scheduled for the patient's appointment.Utilize the IPAD located in the Physician Coordinators office at Arbor for all other language interpretation needs through Cyracom, log in information is located on the IPAD.Assist in emergency situations by utilizing the Emergency Page button to announce any emergency in accordance with Emergency Code Policy.Able to utilize and navigate Outlook email and office calendar according policy and schedule Drug rep meals appropriately Address all documents on his/her desktop, as well as Front Office and Orders desktop, in the EHR by the end of each business day.Always performs concise and thorough documentation in patient's charts.The closing employee stays until the last patient is checked out, ensuring that every patient has been checked out on all providers and testing schedules and completes the no-show call/letter process for missed appointments.The employee will confirm that all computers, monitors and lights and televisions for the front office are turned off and all entrances locked The closing employee will export, save and email the next day complete schedule to the Front Office Operate office equipment such as voice mail messaging systems and computer systems.Accept responsibility for keeping the office area neat, clean, well-organized and stocked with supplies.Assist with other medical office needs, including but not limited to, assisting patients with special needs.Periodic training to deal with difficult or special needs patients is a condition of employment Display excellent communication skills with both internal and external customers.Demonstrate the ability to effectively deal with stressful situations in a calm and productive manner, w