Scheduling Coordinator- LAC - Nationwide Children's Hospital

The Scheduling Coordinator is responsible for managing the entire patient scheduling activities of the clinic. This involves coordinating the preregistration, registration, and patient reminder activity in conjunction with scheduling and cancelling/rescheduling of appointments, and is also committed to excellent customer service. 

Schedule: Full-time, non-exempt, 9am-6pm

Location: 

The moment you walk through our doors, you feel it. When you meet our patient families, you believe it. And when you talk with anyone who works here, you want to be part of it. Welcome to Nationwide Children’s Hospital, Where Passion Meets Purpose.

Here,Diversity, Equity and Inclusion are integrated into our core values and practices. We are passionate about building, sustaining and evolving an inclusive and equitable environment. We are seeking individuals who live these values and want to share their experiences and efforts in support of our collective mission.

We’re 16,000 strong. And it takes every one of us to improve the lives of the kids we care for, and the kids around the world we’ll never meet. Kids who live healthier, fuller lives because of the knowledge we share. We know it takes a Collaborative Culture to deliver on our promise to provide the very best, innovative care and to foster new discoveries, made possible by the most groundbreaking research. Anywhere.

Ask anyone with a Nationwide Children’s badge what they do for a living. They’ll tell you it’s More Than a Job. It’s a calling. It’s a chance to use and grow your talent to make an impact that truly matters. Because here, we exist simply to help children everywhere.

Nationwide Children’s Hospital. A Place to Be Proud

Schedules

• Creates templates for schedules keeping in mind call schedules, monthly service schedule and vacation schedules as directed by clinical therapies leadership.
• Understands different activity types and resources, i.e. procedure, new outpatient appointment, treatment, follow-up, group etc.
• Responds to patient and therapist needs in a timely and accurate way and clarifies deadlines when necessary.
• Schedules patients as directed by therapist/treatment recommendations, Clinical Lead, and/or Supervisor.
• Notifies appropriate staff of conflicts with schedule
• Reschedules patients when clinic is cancelled, or per therapist/family request.
• Prints appointment schedule in advance for parent/guardian.
• Maintain reports gathering unfilled/open appointment slots
• Demonstrates skills in using computerized electronic patient management systems, such as Epic and Microsoft Office applications such as Outlook, Word, and Excel to support/complete patient management tasks related to scheduling, check-in and registration.

Pre-registration

• Contacts or coordinates calls to all patients a week in advance to collect registration information
• At the time of contact for pre-registration confirms that the patient will keep the scheduled time

Registration

• Greets patients/families in a customer service friendly way
• Collect/assess/enter current demographic, social security number, insurance, guarantor, emergency contacts.
• Collect/assure/enter financial class of patient based upon insurance/medical
• Collect/assure/enter Primary care, attending and referring physicians address and phone numbers
• Add/assign Hospital Account Requisition (HAR) to be used for entire visit/billing
• Oversee registration and waiting room area. Assure clean/safe/organized
• Maintain adherence to HIPPA guidelines regarding patient confidentiality
• Downtime Registration

Patient Reminders

• Responsible for patient reminders, as appropriate, a week in advance of appointment in conjunction with pre-registration calls.

KNOWLEDGE , SKILLS AND ABILITIES REQUIRED

Education:

• High School graduate or equivalent.

Experience/Skills

• Knowledgeable in PC Operation
• Two years previous medical secretary experience.
• Must be able to manage daily deadlines.
• Excellent customer service skills to interact with the public internal and external.
• Ability to problem solve within scope of role.

Minimum Physical Requirements:

• Constantly (97-100%): Sitting, talking on phone, typing on keyboard
• Occasionally (0-33%): Standing, walking, reaching, bending

Pressure in this position will vary depending on the workload.  The workload will be heavy but manageable most of the time.

The above list of duties is intended to describe the general nature and level of work performed by individuals assigned to this classification.  It is not to be construed as an exhaustive list of duties performed by the individual so classified, nor is it intended to limit or modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision.

EOE/M/F/Disability/Vet