COORD SCHEDULING

Job Description Summary

Scheduling Coordinator will act as liaison between the Obstetrical Provider offices, Maternal Fetal Medicine and the Birthing Center in scheduling patients for procedures and testing. The Coordinator will answer live telephone calls, will provide callers with exceptional customer service and demonstrate call control while maintaining a high level of professionalism with each interaction. Scheduling Coordinator schedules, obtains and verifies insurance information and requests pre authorizations as necessary. Scheduling Coordinator reviews add-ons with appropriate resource for approvals, MFM or BU Manager, Charge RN, Perinatologist, or Anesthesia.

Job Description

1 - Demonstrates knowledge of scheduling appointments for services at South Shore Hospital (SSH).  Scheduling may be done with the patient, physician or office staff and may be done by telephone or fax.

   a - Is proficient when scheduling, re-scheduling/canceling patients in the computer.

   b - Will insure that caller has a clear understanding of test and any preps that are necessary.

   c - Accurately  verifies demographics and is knowledgeable of makes necessary changes, if needed, in the computer system.

   d - Utilizes insurance software to verify insurance, if necessary.

   e - Able to generate and utilize applicable reports for improvements in workflow.

   f - Establishes proper identity of patient by using 3 sources of identification

2 - Can locate and identify the correct referring Provider utilizing EPIC

3 - Technology – Embraces technological solutions to work processes and practices.

   a - Demonstrate full knowledge of utilizing Department computer programs.

   b - Able to function and have a complete understanding of computer downtime process.

   c - Able to review and analyze  EPIC, and Passport programs and other programs as appropriate to work.

   d - Manage own timecard responsibilities.

   e - Able to utilize the phone system

   f - Ensures accurate messaging/paging information by confirming spelling of callers first/last name, phone number, DOB, and primary care physician

4 - Safety Awareness – Fosters a “Culture of Safety” through personal ownership and commitment to a safe environment.

   a - Adheres to patient identification policies/procedures.

   b - Adheres to universal precautions and respiratory etiquette guidelines.

   c - Understands individual roles/responsibilities during hospital codes (e.g. Code Disaster, Code Red).

   d - Understands role in Department specific plan for emergency preparedness

   e - Knowledge of SNAP communication tool, ability to activate, track response and ability to educate end-users on use.

   f - Mastery of Red Alert activation/monitor alert response and update appropriate person as needed dependent upon code type.

5 - Customer Service

   a - Is competent with all aspects of Customer Service.

   b - Is able to help all internal and external patients utilizing Customer Service skills.

   c - Knows and appropriately escalates a difficult situation to Management.

6 - Compliance

   a - Works within the legal, regulatory and ethical practice standards relevant to the position.

   b - Complies with applicable policies and procedures.

   c - Safeguards the privacy and security of patient information.  The employee complies with policies and procedures relating to SSH's privacy and security programs.

   d - Brings potential compliance issues to managers, supervisor, director or VP.

   e - Complies with the mandatory education requirements for the compliance, privacy and security programs.

7 - Patient and Family Centered Care

   a - Conveys respect for values, preferences and expressed needs of the patient and family.

   b - Communicates and collaborates effectively with patients and families to promote patient health and well-being.

UNIT / DEPARTMENT SPECIFIC JOB FUNCTIONS

1 - Facilitates and supports the workflow of the MFM and Birthing Center Departments.

2 - Confirms all appointments.

3 - Is able to check in all patients for appointments, to facilitate patient flow needs.

4 - Schedules all MFM appointments for ultrasounds, labs, diagnostic tests, and consults.

5 - Schedules appointments for MFM patients with other agencies and facilities as needed for management of MFM care.

6 - Assists with scheduling of the Birthing Center patients for Induction, C/S, cervical ripening.

7 - Makes on going scheduling adjustments as patient conditions and provider availabilities dictate.

8 - Follows defined process to obtain approval for Inductions or C/S's outside of established guidelines.

9 - Works with other MFM personnel to provide efficient and correctly prioritized management of patient appointments and hospital resources

10-Assist with daily tasks to facilitate the flow of the departments.