Scheduler I - Yankee Rd Dermatology - Full Time - Days

Job Description

Responsible for coordinating front-office operations in support of multiple providers to ensure an efficient and positive patient experience. Serves as a key point of contact for patients both in person and by phone, while maintaining accuracy, confidentiality, and strong communication with the clinical team.



Key Responsibilities

• Perform patient check-in and check-out for multiple providers
• Answer incoming calls and assist with patient inquiries
• Schedule appointments in alignment with provider preferences and clinical guidelines
• Verify insurance coverage and confirm authorization and/or referral requirements prior to scheduling
• Ensure providers are credentialed with the patient's insurance plan before appointments are booked
• Manage work queues and complete full, accurate patient registration to prevent errors at check-in
• Prepare and review patient charts in advance of appointments
• Scan and upload referrals, test results, medical records, and faxed documents in a timely manner
• Maintain and actively manage patient waiting lists
• Collaborate closely with back-office staff regarding patient flow and wait times to proactively communicate updates to patients
• Handle assignments of a confidential nature with sound judgment and discretion at all times

Responsibilities

Position Summary

Provides comprehensive front-office and administrative support for multiple providers, ensuring an efficient, professional, and patient-focused experience. Responsible for scheduling, registration, insurance verification, communication, document management, and financial processes, while maintaining confidentiality, accuracy, and strong collaboration with clinical staff.



Key Responsibilities



Patient Access & Communication

• Greet patients, visitors, pharmaceutical representatives, and vendors in a courteous and professional manner
• Answer incoming calls, direct calls or send messages to appropriate staff
• Make outgoing calls to patients, physicians, and other offices as needed
• Receive, document, and route messages, correspondence, and administrative documents appropriately
• Respond to patient and visitor inquiries while maintaining excellent customer service

Scheduling & Insurance Coordination

• Schedule appointments for multiple Dermatology providers across all locations, following provider preferences and clinical guidelines
• Verify insurance coverage (primary, secondary, tertiary, etc.) prior to scheduling and check-in
• Confirm authorization, referral, and pre-certification requirements as applicable
• Ensure providers are credentialed with the patient's insurance plan before appointments are scheduled
• Maintain up-to-date knowledge of insurance policies, referral guidelines, and payer requirements

Registration & Check-In/Out

• Perform patient check-in and check-out, including full and accurate registration when required
• Obtain and update demographic, insurance, financial, and consent information in accordance with Medicare, state, federal and TCH guidelines
• Collect co-pays and outstanding balances at time of service
• Manage patient waiting lists and assist with patient flow communication

Financial Responsibilities

• Maintain and balance cash drawer daily
• Log payments accurately and reconcile balances
• Prepare and reconcile daily deposit slips

Clinical Support & Documentation

• Prepare and review patient charts prior to appointments
• Scan and upload or send referrals, medical records, test results, and faxed documents in a timely manner
• Obtain outside records as needed for patient care
• Manage EMR work queues to ensure timely processing of tasks and documentation

Office Coordination

• Collaborate closely with back-office staff regarding patient flow and wait times to proactively communicate updates to patients
• Maintain front desk and reception area cleanliness and organization
• Submit monthly office supply orders for all non-clinical items to leadership

Administrative Support

• Type, mail, fax, and distribute correspondence including patient letters and new patient paperwork
• Perform other clerical and administrative duties as assigned
• Handle confidential information with discretion and sound judgment at all times

Qualifications

EDUCATION: High School Diploma or equivalent.



YEARS OF EXPERIENCE: One to three years' experience Customer Service required. Medical office experience and 1-year prior scheduling experience preferred.



REQUIRED SKILLS AND KNOWLEDGE: Copier, fax, telephone system, postage equipment, and computer skills (Microsoft Outlook, Word, and Excel) required. Must be able to multi-task and maintain confidentiality. Must pass skills assessment tests and have the following skills:

1. Strong verbal and social skills to facilitate working respectfully with patients, physicians, visitors, co-workers, and drug reps in person or by telephone. Excellent customer service skills.
2. Excellent computer skills in order to utilize Electronic Medical Records systems to find and print records and to scan new records into the system and to utilize the Practice Management System to find whether or not a patient has been seen by this practice, to enter registration data, to scan insurance cards or other identification.
3. Knowledge of health insurance coverage, requirements.
4. Ability to make change if co-pays are collected, to post, and to balance the log sheet (basic math).
5. Analytical skills required to make decisions based on the facility and clinical situation at hand.
6. Knowledge of and compliance with HIPAA privacy requirements.