Scheduling Coordinator - Maternal Fetal Medicine

Basic Purpose of the Job: The Scheduling Coordinator is a vital member of the Maternal Fetal Medicine (MFM) team, responsible for coordinating all aspects of patient scheduling, medical records management, and insurance authorizations. This role ensures that patients, referring providers, and internal team members receivetimely, efficient, and compassionate care. The Scheduling Coordinator acts as a liaison tooptimizepatient access, streamline clinic operations, and support a seamless healthcare experience.

Key Responsibilities:

Patient Scheduling & Coordination:

• Schedule and confirm all MFM, Birthing Center, NICU, Pediatric, Diabetes in Pregnancy and Nutrition in Pregnancy appointments, including ultrasounds,genetic counseling,surgeries, inductions, and consultations.

• Transcribeincomingorders and referralsfor outside practicesfor appointments/procedures and create cases for surgical patients.

• Manage scheduling adjustments based on patient conditions and provider availability.

• Monitor daily EPICworkqueues, includingultrasound orders, self-pay,non-contractedinsuranceand referral authorization.

• Coordinate with internal departments and external obstetrical practices, fertility clinics,laboratoriesand hospitals.

• Monitor andmodifyprovider schedule templates to ensure efficient use of clinical resources.

• Facilitate approval processes for inductions, cervicalripeningand C-sections outside established guidelines.

• Support the workflow of the MFM and Birthing Center Departments,assistingwith check-in, patient flow, and distribution of schedules to relevant stakeholders.

• Complete a full registration for new patients and confirm updates for established patients.

• Reviews any non-standard or scheduling issues with Practice Manager, Sonographer Manager or other impacted departments.

• Works with other MFM personnel to provide efficient and correctly prioritized management of patient appointments and hospital resources.Consult with physicians todetermineurgency.

• Schedule interpreter services tomakecertain patient needs are met.

Insurance & Financial Coordination:

• Utilize electronic systems (EPIC, Passport OneSource) to verify insurance eligibility/coverage and ensureaccurateinformation;may require contacting insurancecarrier

• Activelymonitorand correct insurance discrepancies prior to the date of service

• Knowledge of payer policies for medical necessity/authorization requirements.

• Able toidentifyand transcribe ICD-10 diagnosis and procedure CPT codes from referringproviderinto EPIC.

• Request prior authorizations whenrequired, including informing patients,submittingcorrect CPT and ICD-10 codes, documenting authorization details in medical record, and communicating potentialfinancial responsibilityto patients.

• Prepare patient estimates (self-pay, non-participating insurance coverage)for outpatient services, using the correct CPT codes.

• Works with SSH billing personnel/systems and private offices to resolve patient billing.

Medical Records & Administrative Support:

• Manage incoming and outgoing communication, including faxing, email correspondence, and distribution of schedules.

• Maintain comprehensive and up-to-date patient charts, ensuring compliance with privacy regulations.

• Obtains all patient information required by the providers prior to an appointment.

• Ensuresthat the medical records are available to all health care providers by scanning into EPIC.

• Manages all incoming and outgoing informationtransferfor patients referredforservices outside SSH.

Customer Service:

• Serve as a primary point of contact for patients, addressing inquiries with professionalism and empathy.

• Serves aspatientprimary point of contact and liaison to communicate patient needs and feedback to appropriate clinical team members.

• Provide clear information and information on appointment preparation, practice guidelines, and hospital services.

• Collaborate with Practice Manager, clinicians, and support staff to ensure smooth clinic flow andoptimalutilizationof resources.

• Proactivelyidentifyand recommend strategies to improve access and reduce patient care barriers.

• Assistwith new employee onboarding and orientation.

• Able to multi-task and answer a multi-phone line and tolerate continuous interruptions to complete task at hand

• Greets and acknowledges all colleagues, patients, vendors,visitorsand vendors with professionalism, both in office and on telephone

• Ensuresthat patients, referring providers and other customers receivetimely,efficientand high-quality service.

Compliance & Safety:

• Adhere to all legal, regulatory, and ethical standards relevant to patient care and hospital operations.

• Maintain a safe work environment, following proper body mechanics and equipment usage protocols.

• Participate in mandatory safety, compliance, and privacy training programs.

• Ensure accuracy in patient demographic and insurance information, safeguardingprivacyand supporting hospital financial operations.

• Operate independently within established guidelines,demonstratinginitiative and problem-solving skills.

• All other duties as assigned.