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JOB DESCRIPTION: SCHEDULER
REPORTS TO: Scheduling Supervisor

DEFINITION OF POSITION: Under supervision of the Scheduling Supervisor, schedules patient appointments using a digital telephone system that includes a specific scheduling phone queue; gives appointment and preparation information to patients and facilities; performs routine clerical work such as typing, file maintenance and retrieval, patient scheduling, chart maintenance.

IGA is committed to the attainment and maintenance of an ergonomically healthy workplace to protect all employees. Safe working conditions are a top priority. Our goal through the support of physicians, administration and staff is to create a culture of ergonomic safety. Staff is encouraged to ask for assistance when moving patients or heavy items to prevent musculoskeletal injuries. All concerns from staff are to be forwarded to the Clinical Director to facilitate correction of any scenario where staff may feel a risk may occur. Adequate lighting should be maintained, and workstations will be equipped for ergonomic safety. Staff is encouraged to wear nonskid footwear, remove. or eliminate all clutter, cabinet doors should remain closed, spills will be wiped up immediately, cables will be kept out of traffic flow areas

RESPONSIBILITIES:
1. Associate with patients in a friendly manner
2. Logs into phone system scheduling queue to receive calls
3. Receives patient phone calls and physician referrals to set up appointments
4. Receives and screens urgency of calls, voicemail
5. Answers questions and gives information directly, or on the telephone within the scope of his/her knowledge
6. Manage electronic Referral Queues for Meridian and Boise offices
Document contact with patients on each electronic referral
Communicate to Referring Physician if unable to reach/schedule patient
Inactivate New Patient if unable to schedule, file referral records in archive
Route referral records to appropriate place after schedule process complete
7. Request Medical Records from referring physician offices
8. Schedule appointments, procedures, radiology, and GI related exams for:
Boise and Meridian office and endoscopy centers
St. Luke’s Boise and Meridian endoscopy departments
Local Correctional facilities
9. Have an understanding of multiple insurances to schedule appropriately
10. Obtain and enter correct demographic and insurance information from patients
11. Use Pre-assessment checklist when scheduling all procedures
12. Give appropriate patient scheduling information to all facilities and documents out-patient case numbers
13. Give appropriate preparation instructions to patients and pharmacies for patients upcoming procedure
14. Demonstrates ability to operate and maintain copy machine, credit card machine, and facsimile machine.
15. Maintains skill and follows procedures to operate in Medical Manager, St. Lukes Dashboard and Allscripts
16. Maintains various office files, patient information packets and patient chart/records
17. Retrieves patient records from Quick Charts and CD Web
18. Calls on Nursing for assistance with appointment availability, recall indications and clinical patient education of procedures or tests
19. Maintains HIPAA compliance (patient privacy)
20. Assist in keeping staff lounge neat
21. Utilizes Microsoft Outlook email for non-patient correspondence and Allscripts email for patient care correspondence/documentation.
22. Demonstrates respect of IGA policies for security, privacy and confidentiality while using IGA equipment
23. Immediately reports any network, hardware or software malfunction to the IT Officer or Supervisors
24. Templates MD schedules in Allscripts P.M. as assigned
25. Monitors schedules for cancellation and makes adjustments
26. Communicates pertinent information to others
27. Follows personnel policies contained within the IGA personnel manual
28. Other duties as assigned

QUALIFICATIONS:

• High School graduate preferred

• Able to read, write and communicate and present a neat professional appearance

• Create a good impression as a friendly, empathetic, efficient individual as this position has the first contact, phone or face-to-face, with the patient

• Demonstrate reliability, a pleasant attitude, and a willingness to perform the duties as required

• Demonstrate effective communication with physicians and co-workers

• Able to maintain and comply with patient confidentiality and integrity on all matters

This job specification should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instruction and perform any other related duties as may be required by their supervisor.

This job description may be revised, updated, or adjusted at the discretion of Idaho Gastroenterology Associates.