Patient Access Central Scheduler

Summary

The Patient Access Centralized Scheduler is responsible for scheduling appointments in the Next Gen system for new and established PHC/Hopewell consumers by phone, in person, or third party. All appointments must be scheduled in accordance with appointment guidelines.

• Document time and date of scheduled appointment in the Next Gen system.
• Ensure that the consumer address and telephone number at minimum is updated with each appointment in the Next Gen system.
• Educate consumer of service and program offered at PHC/Hopewell.
• Answer incoming call within 3-4 rings and keep the caller updated on status of call.
• Instruct all consumers to bring picture , current insurance card, co pay if applicable and to arrive 30 minutes prior to appointment time for new consumers and 15 minutes prior to an appointment for established consumers.
• Assist in re-directing incoming consumer calls to appropriate service areas.
• Assist consumers with rescheduling cancelled appointments due to change in the providers schedule and appropriate document method if notification in the Next Gen system.
• Select the appropriate appointment event and location.
• Assist consumers with rescheduling and/or canceling appointments.
• Verify consumer’s appointments upon request.
• Document when an appointment has been filled or cancelled.
• Telephone or write to consumers to remind them of their appointment or cancellation.
• Document applicable information regarding patient’s appointment in the comments section in Next Gen system.
• Ensure that each incoming or return appointment is scheduled according per the provider’s request.
• Contact provider immediately when unable to honor appointment request for further directions.
• Become and remain proficient in adding exception and templates to resources/provider's schedule.
• Become and remain knowledgeable of operation of Next Gen System.
• Prior to ending the call after making an appointment in the Next Gen system, always instruct consumers to bring in proof of income documents required to be considered for self-pay patient status.
• Answer telephone and respond to inquiry, direct caller to appropriate personnel within organization.
• Ensure that arrangements are made for patients requiring the service of a translator for language or for the hearing impaired are addressed promptly. Form must be completed, faxed and note documented in Next Gen comments. The translator form shall be filed in the Date order for future reference.
• Performs other duties assigned/needed.

• Must Possess High School Diploma or equivalency.
• College exposure or completed an accredited Medical Assistant program or related field preferred.
• Must be experienced with personal computers and have a willingness to learn new software.
• Must be able to type at least 35 WPM.