Job Summary

Reporting to the Health Center Manager, the Centralized Scheduling Associate is responsible for completing the scheduling of all participant encounters throughout the organization. This position schedules timely medical services as ordered by PCPs, and/or team; coordinates closely with other departments to ensure solid coordination of participant schedules; documents as needed in electronic health record and scheduling software; corrects mistakes; tracks missed appointments; submits reports as needed; communicates barriers to successful scheduling timely to appropriate person; attention to detail strong. The Centralized Scheduling Associate needs to have a strong understanding of medical terminology and an ability to work between several software platforms throughout the agency. Communicates between teams and ADC staff as needed.

Duties/Responsibilities

• Monitors Orders Tracking daily to ensure that all Vendor Visits are completed.
• Documents completed vendor visits in ppts Prime Suite Flowsheet (Podiatry, Dental, Optometry, Audiology, etc.)
• Receive daily report on new appointments, review pending, review cancelled, create new daily workplan that addresses actions required.
• Verify completed Outside Appts, Check-in/Out appropriately, and request records.
• Follows SOPs related to timely scheduling for medical necessity and priority. Works closely with the IDT to ensure visits occur to meet compliance requirements.
• Answers calls in a timely manner; held to a return call standard of one full business day.
• Completes appointment confirmations for participants and/or family members, as well as vendor/specialists to inform and verify of future appointments and any applicable appointment details.
• Utilizes the language line to ensure accurate and culturally sensitive communication of schedules with participants
• Works closely with Interdisciplinary Teams to schedule and coordinate visits and assessments as they intersect with homecare and transportation services to avoid missed deadlines; avoid ppts confusion; and makes efficient use of team members’ time.
• Communicates with nursing and social work in a timely manner regarding barriers to scheduling services for ppts (e.g., difficult to reach ppts, etc.).
• Reports known vendor dissatisfaction to supervisor so concerns can be addressed in a timely manner.
• Coordinates services with Transportation Dispatcher to maximize efficiencies.
• Utilizes the participant healthcare portal to upload schedules and reminders; corresponds to participant concerns regarding scheduling.
• Has sufficient knowledge of scheduling platforms throughout the organization. Uses with a high degree of accuracy.
• Proficient in use of Outlook and can add, edit, and delete appointments for providers in PACE outlook system.
• Completes audits, contributes data, and reviews reports on compliance with ordering, cancellations, and orders flow.
• Performs other related duties as required and assigned.

Required Skills & Abilities:

• Ability to maintain confidentiality
• Dependable and punctual with ability to maintain consistent attendance
• Ability to read, write and comprehend English
• Ability to maintain sound judgement under stress and communicate effectively
• Ability to proficiently perform clinical/skilled tasks associated within scope of position
• Proficiency with MS Office Suite or similar software

Education Requirements

• High School Diploma or Equivalent, Required

Physical Requirements

• Physical ability to regularly stoop, bend, kneel, lift, stand, walk, stretch, and reach for extended periods of time.
• Must be able to regularly lift objects up to 25 pounds and at times up to 35 pounds.
• Must have hearing and vision abilities within normal range (corrected) to drive safely and/or to observe and communicate with participants.
• Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
• Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.

Experience

• 1 year of experience working with a frail or elderly population, Preferred
• 1-3 years of experience with healthcare/medical scheduling, Required

License & Certification Requirements

• N/A

Position Requirements

• Driver's License & access to reliable transportation: community-based work may be required

Management Responsibility: No

Time & Attendance Responsibility: No