Scheduler, YM CARE Center

15-Feb-2024

Clinical Affairs – YMA CARE Center

86407BR

University Job Title

Clinical Receptionist 2

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Clinical

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Outside of campus, within Connecticut

Worksite Address

221 Whitney Ave
New Haven, CT 06511

Position Focus:

Within a team-based organizational structure and following department/specialty algorithms, the Scheduler critically evaluates the nature and urgency of scheduling requests to provide comprehensive clinical ambulatory scheduling for providers within the department/specialty utilizing the EPIC scheduling system. Ensures prompt, courteous and caring service to patients, primary/referring providers and/or their office staff, by providing accurate and expedient appointment scheduling. Shift for this position is 10:30AM-7PM. This opportunity is currently remote (work from home) within CT. Candidates are encouraged to provide a cover letter.

Essential Duties

1. Answers telephone calls and assess urgency of call.  Provides assistance or directs caller to appropriate person, contacting physician/nurse directly for urgent needs.  Provides assistance to other receptionists in screening patient calls. 2. Provides specialized information related to section, policies, procedures, insurance and services.  Assists patients with the completion of forms. 3. Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked.  Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc.  Creates patient bump lists as necessary due to last minute provider call outs. 4. Schedules patient appointments and resolves scheduling conflicts.  Notifies patients of changes/cancellations and prioritizes urgency of appointments for rescheduling.  May schedule patients into clinical research studies. 5. Receives patients and visitors.  Secures names and needs and directs accordingly.  Updates patient information and verifies insurance information, level of services and tracks referrals when necessary.  Initiates billing process by completing patient encounter forms and accepts and processes fee for service payments. 6. Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures. 7. Schedules surgical procedures for patients.  Coordinates available dates for surgery and scheduling of pre and post operative exams and lab work.  Obtains and distributes necessary paperwork and maintains system to track completion.  Coordinates surgery schedule changes as necessary. 8. Schedules and coordinates departmental meetings, classes, clinics, conferences, etc. 9. Utilizes computer input and retrieve data.  Merges and manipulates data to generates complex reports.  Compiles and maintains clinical and patient statistical data and produces summaries and reports. 10. Keyboards correspondence, clinical information, reports, publicity material, educational handouts etc.  Composes general written material. 11. Obtains patient charts, medical records and lab reports and verifies for completeness. 12. Sorts, screens and distributes incoming mail.  Prioritizes and ensures completion of medical forms by clinical staff.  Coordinates interdepartmental communication including distribution of medical records and reports. 13. Establishes and maintains filing systems. 14. Maintains inventory of office supplies and educational material. 15. May oversee and instruct support staff.  Ensures adequate coverage of reception desk. 16. Performs additional functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Outstanding interpersonal skills. Extraordinary customer service skills with ability to professionally and effectively interact with all members of the patients care team (including but not limited to the patient, parent, primary care provider, etc.). Demonstrated actions as a caring and motivated team player.

Required Skill/Ability 2:

Demonstrated ability to handle heavy phone volume. Ability to exercise initiative and use sound independent judgment and critical thinking skills to effectively and appropriately manage patient/caller interactions. Ability to utilize active listening skills to accurately assess and direct callers to the appropriate resource.

Required Skill/Ability 3:

Strong organizational skills with a proven ability to pay attention to detail. Ability to perform a variety of routine job tasks to meet occasional conflicting demands, time pressures, deadlines, or emergencies.

Required Skill/Ability 4:

Excellent verbal and written communication skills, including grammar, spelling and punctuation. Ability to accurately enter all patient information and review medical records. Ability to deal with confidential and sensitive patient information in a professional manner while complying with all HIPAA regulations.

Required Skill/Ability 5:

Proven record of exemplary attendance, punctuality and reliability.

Preferred Education, Experience and Skills:

Experience scheduling in a high-volume healthcare related call center/medical practice. Comprehensive knowledge of medical terminology. EPIC scheduling, messaging (i.e. in-basket messages), telephone encounter, and chart review skills. Experience using an electronic medical record system and multi-line telephones. Experience with ACD lines, and call queues. Spanish speaking.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus