Scheduling Coordinator - Outpatient Cardiology (UPMC Presbyterian)

Full-Time Scheduling Coordinator - Outpatient Cardiology (UPMC Presbyterian)

We are seeking a highly organized and patient-focused Scheduling Coordinator to support our** Outpatient Cardiology team.** This role is responsible for scheduling patient appointments, communicating with patients before and after outpatient services, and maintaining accurate patient demographic information. The Scheduling Coordinator serves as a key point of contact for patients, providers, and staff, interacting in a courteous and professional manner while ensuring efficient clinic operations and a positive patient experience.

Schedule: Monday-Friday, 8:30am-5pm

Responsibilities:

• Request assistance from nurses, medics, APPs and/or MD, if there is a question of severity of illness or symptoms.

• Answer incoming calls in a timely and efficient manner.

• Back up medical records technician in creating, maintain and retrieve patient records.

• Oversee the preparation and coordination of all correspondence related to private patients, research patients and referring physicians.

• Restate patient appointment details and collect appropriate pre-visit information, as needed.

• Enter information into the EPIC or EMR system.

• Respond to requests for general information and screens incoming calls referring them to appropriate individuals.

• Generate form letter to patients.

• Instruct patient or family member/significant other concerning available services and programs for financial assistance and pertinent general patient information.

• Schedule all new and returning patients with appropriate physicians or teams.

• Function as intermediary and receptionist in the office of the Manager to include greeting visiting physicians, patients, representatives of pharmaceutical companies and equipment manufacturers.

• Responsible for ordering and managing office supplies inventory.

• Responsible for scheduling of patients.

• Provide coverage in absence of department secretaries.

• Courteously respond and follow up with physician request in scheduling.

• Provide statistical data to physicians when requested.

• Maintain both self and work area in a manner consistent with a professional environment.

• Schedule patient appointments utilizing automated scheduling system and provides back up in entering orders into the clinical support system.

• Ensure the security, safekeeping and timely return of all records which are retrieved and provided to requesters for review.

• Greet patients and others, answer telephone calls and deliver messages to the staff.

• Assist the Manager in supervision and coordination of the activities of the secretarial staff of the department.

• Maintain a positive attitude characterized by caring, concern and support for patients, visitors, medical staff and co-workers. Demonstrate, on a consistent basis, the behaviors which comprise The Basics of Service Excellence.

• Schedule all return patient appointments and extraneous testing upon discharge from the outpatient department.

• Demonstrate thorough knowledge of the programs and services of the UPMC Health

• Type correspondence, memoranda, reports, forms, etc. for the staff when necessary.

• Complete appropriate forms, consistent with insurance requirements and follows up on any incomplete or inaccessible information to assure a completed record.

• Act as a reference for any patient questions, handles when possible and follows up to assure that each patient inquiry has been satisfied.

• Promote the use of those services to consumers.

• Assure that the release of information is handled following the laws of confidentiality.

• Observe both Health System and departmental policies and procedures.

• Schedule all evaluations in a timely and efficient manner.

• Appropriately interact with nurses, medics, physicians and other office support.

• Assure phone contact with patients and referring physician/office regarding essential follow up in a timely and professional manner.

• Gather and record demographic, financial and insurance information on each patient/family member/guarantor during the initial intake interview which may take place either in person or over the phone.

• Some functions may also be delegated to other secretaries as deemed necessary.

• Provide assistance to all patients and families.

• System and the ability to access those services.

• Photocopy correspondence and documents as requested.

• Provide clinic scheduled when requested by physician or clinic staff.

• B.A. degree and 1 year of experience in a related fiscal/admission/registration function; or 2 years of college, business school education, or medical secretary training and 1-2 years of experience; or equivalent combination of education and experience required.

• Knowledge of third-party health care coverage and familiarity with medical terminology are required, including an understanding of Blue Cross, Medicare, Medical Assistance and commercial insurance coverage for hospitalization and outpatient service.

• Excellent written and verbal communication skills are required.

• Experience in guest relations is preferred. Experience with computer-based systems preferred.

• Must function well under stressful conditions.

Licensure, Certifications, and Clearances:

• Act 34

UPMC is an Equal Opportunity Employer/Disability/Veteran