Job Description

10042A Scheduling Spec II

Mission Statement
To advance the health and wellbeing of our community with a compassionate and caring spirit.

A Brief Overview
This position is responsible for scheduling patient appointments, conducting physician referrals, obtaining demographic, insurance and other information from patients. Maintains positive patient-oriented services to provide optimum patient satisfaction.

What you will do

• *PROVIDES SCHEDULING SERVICES*
• Maintains patient confidentiality in all activities and at all times.
• Adheres to HIPAA regulations
• Schedules all advance procedures with physicians, physician’s offices, and/or appropriate departments including but not limited to specialty areas.
• Schedules patient appointments within the Health System Electronic scheduling system (EPIC) and online via Deaconess.com website.
• Serves as a physician finder ‘sales’ expert by understanding all available options for providers accepting new patients and successfully connecting new patients to the health system with a WOW experience
• Conducts physician referrals and provide appropriate physician finder information per policy.
• Maintains up-to-date knowledge and application of files, i.e., physician privileging, procedural, and block scheduling.
• Enters into computer system and communicate to appropriate departments.
• Communicates, coordinates and schedules for the placement of patients as directed.
• Schedules and reschedules appointments for Deaconess Clinic primary care for new patient, established patients and follow up patients.
• Updates patient demographics: name, phone, address, emergency contacts, email, employer info etc.
• *FINANCIAL ASSISTANCE*
• Handles and owns patient inquires that the specialist receives via telephone by updating the accounts appropriately via registration for future account accuracy in billing, etc.
• Identifies and creates guarantors.
• Locates the coverage and determining if the clinic takes this insurance coverage for each office within Deaconess Clinic.

Education Qualifications

• High School Diploma or General Education Degree (GED) in general studies Required

Experience Qualifications

• Minimum of three years' relevant experience clerical/secretarial experience in healthcare with direct customer related contact experience Required

Skills and Abilities

• Possesses strong communication skills
• Possesses excellent grammar and spelling skills,
• Proficiency in keyboard use and be knowledgeable about various computer software programs.
• Ability to multitask, apply critical thinking, prioritize and shift gears quickly are a must for this fast-paced role while demonstrating great accuracy.
• Demonstrates the ability to perform unit competencies successfully.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to communicate on a one-to-one basis using appropriate grammar, vocabulary and word usage.
• Requires clear speech and auditory acuity.
• Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Ability to critical think to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to define, resolve and implement effective solutions.
• Requires computer and systems competency in the data entry, retrieval, assembly, organization, analysis.
• The ability to learn and use the provided electronic health record system within a reasonable amount of time.

Remote Work Capable
No

Physical Demands

• Light Light physical requirements Light Work - Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly (Constantly: activity or condition exists 2/3 or more of the time) to move objects. Physical demand requirements are in excess of those for Sedentary Work. Even though the weight lifted may be only a negligible amount, a job should be rated Light Work: (1) when it requires walking or standing to a significant degree; or (2) when it requires sitting most of the time but entails pushing and/or pulling of arm or leg controls; and/or (3) when the job requires working at a production rate pace entailing the constant pushing and/or pulling of materials even though the weight of those materials is negligible. NOTE: The constant stress and strain of maintaining a production rate pace, especially in an industrial setting, can be and is physically demanding of a worker even though the amount of force exerted is negligible.

Travel

Driving

• Drives personal vehicle for company business 25% or more of the time to perform essential functions of the job No
• Operates company vehicles as essential function of the job No
• Valid Drivers License Required No
• Valid Commercial Drivers License (CDL) Required No

Disclaimer
The duties, responsibilities, and qualifications listed above are intended to describe the general nature and level of work being performed by individuals assigned to this job. This is not intended to be an all-inclusive list of duties, responsibilities, and qualifications. The company reserves the right to modify, add, or remove duties and responsibilities at its discretion. This job description does not constitute an employment contract and the employer retains the right to terminate employment at will, with or without cause, at any time. The company is an equal opportunity employer and prohibits discrimination based on race, color, gender, age, disability, religion, or any other legally protected characteristic.

Compliance and Regulatory
All employees are required to comply with all laws, regulatory guidelines, and health care policies. This includes, but is not limited to: federal, state and local laws, applicable State Departments of Health, Accreditation Commission for Health Care (ACHC), The Joint Commission, Health Insurance Portability and Accountability Act (HIPAA), and Deaconess Policies and Procedures. All employees are required to be compliant with hand hygiene guidelines as well as adhere to safe practices, identifies and reports unsafe practices.

Mental and Emotional
There are mental and emotional requirements of all positions working in a health care setting due to the nature of the services provided. The requirements include: handling multiple priorities, making decisions under pressure, working in close proximity to others and/or in a distracted environment, managing anger/fear/hostility, managing stress appropriately, working with others effectively, and working alone effectively.

Section 1557
The Office for Civil Rights (OCR) enforces Section 1557 of the Affordable Care Act (Section 1557), which prohibits discrimination on the basis of race, color, national origin, age, disability, or sex (including pregnancy, sexual orientation, gender identity, and sex characteristics), in covered health programs or activities. 42 U.S.C. 18116.

Leadership Type
Individual Contributor

Gradation for Individual Contributor Level: Consistently Brings Best Self to Work & Supports Others
Engage Talent

• Inspire an emotional connection between employees and Deaconess through a shared purpose
• Promote open and honest communication
• Deliver a personalized employment experience
• Ensure all employees feel like they are part of a community and that you care
• Provide employees the autonomy to make their work better and deliver higher performance
• Help employees achieve their professional and personal best

Gradation for Individual Contributor Level: Valued Team Member
Collaborate

• Work with a System focus
• Take time to build partnerships to leverage when accomplishing results
• Operate as a team player by appropriately involving others in decisions that affect them
• Readily offer to help or coach others, even when demands are significant
• Cultivate a broad network to exchange ideas and rally support
• Act to preserve relationships, even under difficult or heated circumstances
• Share information organically and formally across the system and takes responsibility for Deaconess holistically

Gradation for Individual Contributor Level: Continuous Learner & Deaconess Advocate
Select and Develop Talent

• Attract and select high-caliber talent to meet current and future needs
• Ensure the success of new hires through department orientation, relationship building and advocacy to enhance the Deaconess brand
• Encourage and value diversity in Deaconess’ talent base
• Create an environment that provides direction and promotes continuous learning and development
• Recognize and unleash the full potential of others by providing the needed resources, coaching, experiences and other support
• Accurately appraise strengths and weaknesses of direct reports

Gradation for Individual Contributor Level: Work is Meaningful
Inspire Vision and Purpose

• Share a compelling picture of the vision and strategy that motivates others to action
• Communicate about future possibilities in a positive way
• Create milestones and visible measures of success to rally support behind the vision
• Articulate the vision and purpose in a relatable way
• Lead change in ways that value both employees and projects
• Integrate our vision and values into operational strategies

Gradation for Individual Contributor Level: Demonstrates Ownership Mentality
Accountability

• Set bold standards that raise the bar of performance for self and others
• Foster sense of urgency to meet and exceed goals
• Maintain consistent high level of productivity
• Take immediate and independent action to resolve problems when they arise
• Establish a safe culture to give and receive feedback
• Follow through on commitments and make sure others do the same
• Take personal responsibility for decisions, actions, successes and failures

Gradation for Individual Contributor Level: Dedicated to Patients, Team and Organization while in a State of Continuous Change

Purposeful Leadership

• Demonstrates the quality of attitude that enables a person to face uncertainty with courage
• Confidently trust and empower others
• Do not shirk bold actions because of the fear of failure
• Take on ambiguity and push self and others to expand beyond what is comfortable
• Help others to adapt to change by broadly communicating the why behind decisions and providing support to those most affected
• Maintain a consistently positive outlook and sense of humor in difficult situations

Gradation for Individual Contributor Level: Provides Exceptional Care and Empathy

Work With A Patient And Customer Focus

• Understand and address patient needs
• Build and deliver solutions that exceed patient expectations
• Establish and maintain positive patient relationships
• Empathize with and care about patients and patient families
• Consistently and proactively search for significant ways to improve patient experience
• Seek and use specific feedback from patient to improve processes and services

Gradation for Individual Contributor Level: Considers Effects of Actions

Think and Lead Strategically

• Evaluate and pursue initiatives and opportunities based on their long-term value and fit within Deaconess strategies and vision
• Promote a culture of inquiry and challenge the status quo
• See ahead to future possibilities and translates them into tactics
• Anticipate future trends and implications
• Create competitive and breakthrough strategies
• Generate multiple options evaluating benefits, trade-offs, and short- and long-term goals

Gradation for Individual Contributor Level: Prevents and/or Solves Problems

Apply Business and Healthcare Acumen

• Apply broad knowledge to address complex and critical issues
• Use industry and financial analysis to create and evaluate strategic options and opportunities
• Manage the financial performance of the team or service line
• Evaluate and address trends impacting health care (technological, competitive, social, economic)
• Use business skills and professional insights to influence and shape healthcare
• Incorporate the benefits and tradeoffs of healthcare models, regulations, delivery impacts to the system, employees, and patients

Gradation for Individual Contributor Level: Seeks Improvement; Is Comfortable in Atmosphere of Change/Improvement

Innovate

• Look for breakthrough opportunities such as service line growth or creative partnerships
• Establish aspirational, quantitative targets and timelines
• Manage risks by capitalizing on well thought out insights and decision making
• Deploy a test-and-learn philosophy to reach the full potential of new ideas
• Bring new ideas to challenge current state and deliver higher quality, lower cost, easier to access healthcare
• Solicit feedback from others and develop unique solutions to challenges

Commitment to Safety & Risk Migration - Individual Contributor

• Responsible to participate in the mitigation of risks and hazards identified in department.