Ancillary Scheduler

Description

Mission of Department: To ensure effective patient flow, accurate demographic and insurance information, and high-quality customer service while maintaining compliance with hospital policies and regulatory requirements. 

Purpose of Position: The Ancillary Scheduler serves as the primary access point for patients receiving services in the Rehab Department and Specialty Clinic. This role is responsible for coordinating patient scheduling, registration, check-in/check-out processes, and facilitating communication between patients, providers, and department leadership.

Essential Functions:

Patient Scheduling & Coordination

• Schedule new and established patient appointments for Rehab and Specialty Clinic services.
• Coordinate referrals and ensure required documentation is obtained prior to appointments.
• Manage no-shows, cancellations, and rescheduling in a timely manner.
• Communicate appointment details and instructions clearly to patients.

Front Desk Operations

• Perform patient check-in and check-out procedures.
• Register patients accurately in the electronic medical record.
• Verify and update demographic and insurance information.
• Collect copays when required.
• Provide appointment reminders as assigned.

Communication & Customer Service

• Answer incoming phone calls promptly and professionally.
• Respond to patient inquiries regarding scheduling, services, and general information.
• Relay patient concerns, scheduling barriers, and other issues to Rehab and Specialty Clinic Directors.
• Serve as communicator between patients and clinical staff to ensure smooth communication.

Administrative Support

• Maintain organized and accurate scheduling records.
• Assist directors with reports related to volumes, cancellations, and scheduling trends as requested.
• Monitor referral tracking and follow up on incomplete or pending documentation.
• Ensure confidentiality of patient information in compliance with HIPAA regulations.

The preceding functions have been provided as examples of the types of work performed by employees assigned in this job classification. Management reserves the right to add, modify, change or rescind work assignments and to make reasonable accommodations as needed.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed above are representative of the knowledge, skills and /or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Requirements

Education, Qualifications, Experience:

• High school diploma or equivalent required.
• Previous experience in healthcare scheduling, medical office, or front desk operations preferred.
• Experience with EMR systems is strongly preferred.

Knowledge, Skills, and Abilities:

• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Ability to multitask in a fast-paced environment.
• Customer-service oriented with a professional demeanor.
• Basic understanding of medical terminology preferred.
• Ability to always maintain confidentiality and professionalism.

Equipment:

Computer, Printer, Copy Machine, & Fax Machine

Expectation of Service: This is a non-exempt position which requires 40 hours per week for a full-time position. Regular and punctual attendance is required when scheduled.

Physical Requirements:

• Prolonged periods of sitting, standing, and computer use.
• Occasional lifting of office supplies (up to 20 lbs.).
• Ability to interact professionally with patients and staff in a clinical setting.

Scott County Hospital is an equal-opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristics as outlined by federal, state, or local laws.