Scheduling Specialist

This position plays an integral role in ensuring the smooth operation of our corporate office and maintaining high standards in patient care. As a Scheduling Specialist, you will be responsible for coordinating and managing patient appointments and schedules efficiently, while interacting with patients, physicians, and other healthcare providers.

This is a full-time position, Monday through Friday, from 8 AM to 5 PM, located in our corporate office.

You will receive comprehensive training and access to resources from our marketing team to become well‑versed in all specialized wound care modalities, which will allow you to effectively represent Total Wound Care in interactions with patients and healthcare providers. Staying up to date on all processes and flow charts related to scheduling will be key to your success in this role.

Collaboration and teamwork are essential in maintaining a seamless workflow to ensure Total Wound Care provides exceptional patient care.

• Appointment Coordination:
  Effectively manage and coordinate patient appointments, ensuring that schedules are optimized to maximize resource utilization and minimize patient wait times.
• Patient and Provider Interaction:
  Act as a liaison between patients, physicians, and healthcare staff to schedule appointments, relay information, and handle any necessary changes.
• Insurance Verification and Authorizations:
  Verify patient insurance coverage using tools such as Availity and Inovalon. Obtain necessary prior authorizations for services, ensuring accuracy and compliance with insurance guidelines.
• Records Management:
  Maintain accurate and detailed records of patient appointments, including cancellations and rescheduling. Ensure that all relevant patient data is properly documented in the EMR system and PCOM.
• Customer Service:
  Provide top-tier customer service by answering patient inquiries, addressing concerns, resolving scheduling conflicts, and accommodating urgent appointment requests.
• Department
  
  Collaboration:
  
  Work closely with other departments such as clinical and administrative teams to ensure the smooth coordination of patient care and services.
• Scheduling Software Proficiency:
  Utilize scheduling software to effectively manage appointments, update patient data, and keep track of scheduling needs. Update insurance information in the EMR and PCOM by logging into platforms such as Availity and Inovalon.
• HIPAA Compliance:
  Maintain the confidentiality of patient information at all times in accordance with HIPAA regulations. Ensure all data is handled securely and discreetly.
• Meeting Participation:
  Attend department meetings and training sessions to stay informed about new procedures, tools, and protocols relevant to your role.
• Phone and Communication Duties:
  Answer phone calls, manage inquiries from patients, insurance companies, and healthcare providers, and ensure accurate and efficient communication that supports patient care.
• Team Support:
  Contribute to team efforts by using spreadsheets and other tools to assist in the communication and tracking of patient care. Responsibilities include managing the ancillary tracker, hospital list tracker, and updating PCOMs as needed.
• Additional Duties:
  Assist with any other tasks that support the team’s goal of delivering superior patient care, such as helping to schedule patients and contributing to team initiatives aimed at making Total Wound Care the best in its field.

• Education:
  
  High school diploma or equivalent is required. Any additional coursework or certifications related to healthcare administration or medical office management is an advantage.
• Experience:
  
  Prior experience in a medical office environment, particularly in scheduling, administration, or customer service, is highly beneficial. Familiarity with wound care services is a plus.
• Software Proficiency:
  Proficiency in using scheduling software, electronic health record (EHR) systems, and Microsoft Office applications, including Excel and Word. Knowledge of platforms such as Availity and Inovalon for insurance verification is preferred.
• Communication
  
  Skills:
  
  Strong verbal and written communication skills are essential…