TITLE: Scheduler Tech AREA OF ASSIGNMENT: Rehab Services ? All Clinical Areas HOURS OF WORK: IP Clinic M-S 7:30 ? 5:00 OP Clinic 6:00am ? 6:30pm Shifts are variable dependent upon patient volumes RESPONSIBLE TO: Rehab Services Director JOB OVERVIEW: A Scheduler Tech is responsible for Rehab Services patient/therapist scheduling, validating registration or new registration process, and entering charges for services provided. Also responsible for processing communication with physicians and their office staff, managing chart preparation and medical record functions as well as organizing the authorization information for patient care insurance benefits and eligibility. Knowledge of VMC/Rehab Policies and Procedures is a requirement of the position. Staff will monitor the quality of their work and assist support and clinical staff in efficient provision of patient care. Patient confidentiality and professionalism is a requirement of this position. Excellent customer service is a key component of this position. PREREQUISITES: * One year of college or specialized technical training post high school or two years work experience in a medical setting with technical on-the-job training. 2. Computer literacy / technical training / data entry: one-year experience required. * Typing 35 wpm. 4. 10-key by sight. GENERAL QUALIFICATIONS: Professional appearance. Effective interpersonal skills. Ability to work with limited supervision and make good decisions that support positive patient outcomes. Ability to set priorities and make needs known if needing assistance. Demonstrates ability to prioritize multiple tasks and meet deadlines. Demonstrates ability to communicate and work effectively with the physical, emotional, socio-economical, and developmental ability and needs of all age groups, cultural and social backgrounds, and other diversity related contributors. TYPICAL PHYSICAL/MENTAL DEMANDS, ENVIRONMENT AND WORKING CONDITIONS: (See Generic Job Description for Administrative Partner) Independent problem solving skills are essential as well as the ability to handle multiple tasks. Occasional lifting of up to 25 lbs. is required. Able to recognize own limitations with regards to lead handling and regularly seeks assistance when demand of work exceeds individual abilities. GENERIC JOB FUNCTIONS: (See Generic Job Description for Administrative Partner) The following criteria reflect fundamental jobs duties and essential functions of this position but are not an exhaustive list. For example, area of assignment, specialization, availability of other employees, changes in job demands, or the consequences of not performing a task, may affect the identification of, and emphasis on, a particular task as a fundamental job, duty and/or essential function. PERFORMANCE RESPONSIBILITIES: UNIQUE JOB FUNCTIONS: The following criteria reflect fundamental job duties and essential functions of this position but is not an exhaustive list. For example, area of assignment, specialization, availability of other employees, changes in job demands, or the consequences of not performing a task, may affect the identification of, and emphasis on, a particular task as a fundamental job duty and/or essential functions. There are certain clinics where the Administrative Partner/Scheduler Tech would be responsible for all or most of the tasks. There are other areas of assignments where the tasks may be divided between co-workers dependent upon patient volumes. All staff will meet the generic job function requirements for their position and have an understanding of the components of each task listed below. Skill, expertise, and accuracy will be expected in all clinic settings and positions for optimal patient care. Overall Knowledge of Department: Tasks must be completed by all staff for all positions unless noted that it occurs only in a particular clinic. * Maintains current knowledge of all Rehab Services and affiliated departments/services and work assignments/rotations. * Answers all Rehab Services phone lines, takes messages accurately, and follows through as appropriate. * Maintains and provides clarification for policies and procedures. Use job aides for smooth running of the department as appropriate. * Understands and is able to identify problems with office equipment in order to keep work station(s) and area in good working order for department efficiency. * Assist with the maintenance of supplies ? computer and/or clerical to allow for cost effective and efficient work. * Keeps current or contributes to department and clinic communication via notebook, or email. * Ability to schedule Medical Director appointments and manage medical information accurately. NWP only * Calls and confirms new evals with patients one-day prior to appointment. * Processes appropriately all incoming and outgoing communication (FAX, email, mail). * Knowledge and Use of /Employers/Test List for pre- or post offer screening and tests NWP only * Able to print reports from scheduling system as required or requested. This can include but is not limited to: pt. schedules, staff schedules, alpha list for pulling charts, obtaining sticky labels, audit trail reports, etc. * Performs computer functions as required by department, including word processing, spread sheets, statistics as requested for smooth running of department. * Demonstrates excellent time management to accurately complete all assigned tasks. * Assists with new employee orientation as assigned. * Rotates through different assignments/tasks after completion of orientation. * Maintains and organizes patient waiting area so all patients experience a positive visit to Rehab Services. * Able to complete the quality improvement assigned tasks to assess standards and compliance within the standards. * Provide co-workers with in-services on various quality improvement processes or on various standards and processes for positive patient outcomes. Scheduling Tasks: * Performs registration validation, new registration, scheduling, co-pay collection and processing, schedule continued appointments & D/C?s for Rehab Services patients according to policies and procedures. This includes knowledge of the different clinics, teams, and disciplines. * Maintain access to services within standards and notify Lead, Supervisor, Director if not in compliance. * Demonstrates basic knowledge of insurance requirements and authorization procedures - able to refer questions to Admitting and Referral Coordinator staff. * Aware of appointment availability for scheduling of patients in current scheduling system(s). Notifies therapists or lead if schedules are too open or no appt available. * Accurately break down and set up IP board daily for IP staffing and patient assignments. NW Pavilion only * Process new IP orders in timely manner. * Schedules conference room and patients for seminars, meetings and events. * Accurately schedule contract clients, i.e., such as; IPCS, etc. NWP only * Maintain AAT schedule and resource list as needed for patient care. Children?s Therapy only * Check in patients and verify demographic information demonstrating excellent Customer service skills and accuracy in tasks. * Assure copy of insurance card and demographic information on Face Sheet is complete and accurate. All information is forwarded to the appropriate department by the end of the shift. * Interact with Insurance Verifiers to obtain current insurance coverage information for all appropriate patients in a timely manner. * Ability to juggle therapy schedules when sick calls or cancellations occur to maintain patient satisfaction and staff productivity. * Fax information such as evals, progress notes, prescription requests, etc., to physician office to other departments as requested in timely manner. * Ability to understand, organize and complete the forwarding task of patient appts accurately as assigned to maintain schedules and smooth running of the department. Chart Preparation/Medical Records Tasks: * Create, prepare, process and file accurately inpatient orders & outpatient charts on a daily basis. * Chart preparation and processing of medical records and business office information as well as satellite chart copies so therapists, assistants, techs & Medical Director have all information required for patient evaluation &/or treatment. * Process medical record requests appropriately via main medical record department (HIM). * Complete daily maintenance of records- medical records, satellite charts and business office records. * Organize and complete file room organization, follow purge schedule and move files as needed at the end of every month/quarter/year to maintain safe and organized working environment. * Process D/C records, computer system D/C and chart D/C accurately and in a timely manner. * Organize, track and complete the Medicare certification/re-certification process to allow for timely and compliant patient care. Patient/Client Charges Tasks: * Completes patient charges daily and accurately. * Complete charge review and make corrections daily to missed or error charges. 2. Operator Specific Tasks: General position responsibilities include, but are not limited to: Able to complete all Scheduler Tech I tasks listed above with the addition to the Operator tasks. * Maintains accurate listing of all departments, clinics and internal phone lines & pagers. * Maintains current knowledge of all Rehab services affiliated departments and clinics, including hours of operation, phone numbers, addresses and the services provided. * Teach staff phone and beeper use. * Handle, triage and process FAXES timely and accurately. * Process daily reports/summaries/orders etc. in a timely fashion for efficient use of therapist and support staff daily tasks. 3. Children?s Therapy Tasks: General position responsibilities include, but not limited to: * Daily sanitizing of toys and equipment as needed. * Organize and maintain file of vendor catalogs and materials. * Enters all items ordered in purchasing notebook. * Organize and maintain file of current patients and assist with the special mailings, newsletters as requested by clinical staff. * Become and maintain registration as an FRC through the state program. (optional) * Attend on-going training sponsored by King County Interagency Coordinating Council as assigned. * Inform patients about their rights, procedural safeguards and early intervention services provided by IDEA at initial contact with families. (0 ? 3yrs) * Identify, inform and facilitate access to service providers and community resources for families. * Complete tasks to follow policies and procedures for the administration of Unmet Need Funds. * Children?s Transition Team to assist families - seamless transition in schools according to county, state and federal guidelines. (180 days before child's third birthday) * Assist the Children?s lead therapist complete any and all forms that are needed for funding sources: Medicaid, SSI, CSHCN, Scholarship, CHAP, CHIF DDD etc. as needed by families for access to care. * Maintain records that will assure Children?s Therapy meet all of the regulatory policies and procedures to maintain funding and proof of services. * Facilitate timely delivery of OT/PT/SLP services and coordinate these services for the family via scheduling and working with registration/insurance verification staff. * Coordinate/maintain family and staff bulletin boards. * Maintain and enhance Family Resource Room. * Maintain and enhance home program files with assistance from therapy staff. * Prepare and mail FRC updates (Rehab Secretaries type it up and facilitate these on the Web). * Coordinate and host family support groups. UNIQUE JOB FUNCTIONS: Rehab Services ? Support Staff Lead The Support Staff Lead has learned and mastered the tasks listed in the Generic and Unique Job Functions sections of the job description of the Scheduler Tech position. The Support Staff Lead will be expected to provide guidance and leadership skills new program operations, quality management, day to day scheduling, staff productivity, staff education and training, assist with staff recruitment, orientation and evaluation and will be seen as a resource to other staff members. They will be expected to provide leadership, training and skill development to staff members in other disciplines and promote these services. * Assist in coordination and training/orientation/mentoring of support staff. * Assist with revision, updating and maintaining of the VMC Rehab. Policies/Procedures. Inform staff as policies and procedures change. * Become knowledgeable and assist with educating staff on specific services available to patients/families within VMC service area. * Acts as a resource for staff for all Support Staff duties and responsibilities and departments in the area. * Assists Rehab Services Director in setting goals and objectives for Rehab Services to support specific programs and service delivery. * Assists with the evaluation and coordination/tracking of specific program/service evaluations. * Assist staff and Protocol development, revision, or review (5/year). * Assists with the creation of quality improvement activities, educates staff and assigns monitors to promote quality care as applicable to specific service area. Keeps Rehab Services Director involved with Quality indicators. Reports monthly, quarterly or as needed to track issues. * Assists the Rehab Director in keeping staff informed as to new standards, monitors and progress in reaching the goals of the service area, Rehab Services Department and VMC as an organization. * Assist staff in maintaining compliance and understanding of policies & procedures, protocols and standards to promote quality patient care. * Maintain efficient workflow and staff dynamics. * Problem solving with physicians and staff as needed. * Act as a resource for the development, refinement and revision of patient educational materials for quality service delivery. * Creates distributes and provides regulatory, documentation and billing/coding information to staff in the form of handouts, inservices and workshops. This allows all staff to increase their knowledge and accuracy of their work. * Leads service area in quality improvement projects each year. * Ability to resolves customer complaints as they arise, utilizing the proper forms and resources within the organization. Send letters to patients as necessary. * Works with staff to improve customer service and scripting for service area. * Contact person for appropriate vendors and sales representatives. * Utilizes technology for communication with team as appropriate. Utilize email, Internet, networking with 5-7 community/national resources, voice mail and other technology to create an efficient environment for teamwork and quality patient care. Able to utilize all technology to assist with meeting patient care needs, quality management reviews, and outcome information to assure quality patient care. * As requested - provide input on operating/capital budgets. * As requested or assigned - participate and facilitate staff/team meetings. * Assists the Director or Supervisor in the acquisition for new equipment, pricing, best equipment fit for clinic and patient setting, and complete forms and justification for equipment as needed to develop or maintain program. Monitor supplies cost and usage and report to department manager as appropriate. * Assist in the recruitment & interviewing of potential candidates for employment. * Coordinate and assist in the orientation/training, mentoring and evaluation of staff ? clinical and support as assigned. * Assist with the maintenance of staff education/competency records. * Maintain staff confidentiality so as to assist all Rehab Staff to become productive, positive team members who are competent in their positions. * Monitor time and attendance to assigned staff. Monitors workload and assign low/high volume work or low census/overtime per guidelines. Create or modify department work plan utilizing available resources. Performs staff scheduling for all shifts and arranges coverage for vacation & sick time. * Provide clear and concise information to Support Staff for accurate assistance in patient scheduling, registration and financial information. * Takes responsibility for volunteer supervision within service area and assists with task development, training and assessment of services - revises tasks as necessary. * Seen as a resource/mentor for students, providing supervision for part time and full time students as assigned. Provide clinical instruction to students as assigned. Become credential as clinical student supervisor as this becomes available. * Seen as a resource for staff and volunteers for a particular set of in-service(s) by providing/coordinating 5-7 in-services per year. * Provide direction and supervision to a volunteer/job shadow person for department as requested. * Create, revise and maintain department policy & procedure manuals and maintain competency documentation for staff. * Maintain effective relationships with key personnel in departments with which you have direct contact. * Acts as a liaison between the technical staff, the medical staff and support staff as assigned to aid in the smooth running of the department. * Attends all required meetings and performs other duties as required. * Maintains relationships with referring providers and community agencies in particular service area. * Other duties as assigned by manager/director. #CB Job Qualifications: PREREQUISITES: * One year of college or specialized technical training post high school or two years work experience in a medical setting with technical on-the-job training. 2. Computer literacy / technical training / data entry: one-year experience required. * Typing 35 wpm. 4. 10-key by sight. GENERAL QUALIFICATIONS: Professional appearance. Effective interpersonal skills. Ability to work with limited supervision and make good decisions that support positive patient outcomes. Ability to set priorities and make needs known if needing assistance. Demonstrates ability to prioritize multiple tasks and meet deadlines. Demonstrates ability to communicate and work effectively with the physical, emotional, socio-economical, and developmental ability and needs of all age groups, cultural and social backgrounds, and other diversity related contributors.SDL2017 Associated topics: ascp, laboratory, medical lab science, mls, scientist, technician i, technician iii, technician iv, technician laboratory, toxicology Associated topics: medical lab science, medical laboratory science, molecular, technician i, technician iv, technician lab, technician laboratory, technologist, testing, toxicology
* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.