Scheduling Coordinator - Heart Center - New Windsor Clinical, New Windsor, NY - Nuvance Health

Title: Scheduling Coordinator - Heart Center - New Windsor Clinical, New Windsor, NY. Full Time/ 40 hours per week, variable 8 hour shifts between 8:00am - 5:00pm, Monday - Friday.

Summary: Assumes responsibility for scheduling all procedures (cardiac cath, pacemaker, cardioversions, ablations, TEE’s valvuloplasty), outpatient testing and/or patient appointments to ensure accurate and efficient services are provided according to departmental policies and procedures, always maintaining HIPAA regulations and guidelines. 

1. Have a working knowledge of AllScripts PM and EMR, Fuji Synapse, eCardio (Event Monitors), Paceart (Device Tracking Software) to process appointments efficiently.

2. Utilize AllScripts with regard to the following: Schedule/Physician/Testing,Schedule, LocationSchedule, Multi-ResourceSchedule, PatientSchedule, ConfigurationSchedule Conflict CheckingSchedule, TemplateSchedule Rights

3. Coordinates all Cardiology clinical patient services according to department procedures. Maintains continuing knowledge of all department procedures to ensure scheduling and coordination of clinical procedures within the department and with other departments in the Medical Center are accomplished in an efficient manner.

4. Receives new patient referral information and schedules physician exam (consult) in conjunction with testing and clinical procedures. Schedules procedure exams so they are correctly sequenced and coordinated with other departments involved. Advise other appropriate units as needed.

5. In scheduling patients, must obtain or verify patient name as on insurance card, date of birth, contact information, primary care physician, social security number and type of insurance for AllScripts registration.

6. Responsible to manage individuals scheduling tasks received as well as tasks for appointment requests from our website and patient portal.

7. Ensure accuracy on patient accounts when scheduling procedures and appointments. As appropriate, meets with patient directly to schedule appointments.

8. Scheduling of patients appointments and special procedures utilizing AllScripts efficiently.

9. Schedules all new consultations (referencing template)

10. Schedule New and Pre-Surgical Consults, hospital follow ups, device checks, laboratory and routine follow up visits.

11. Schedule procedures and testing (cardiac catheterizations, ablations, peripherals, TEE’s, cardioversions, EP studies, device implants and generator changes) including processing laboratory orders, instruct patients on required preparation and communicate with nursing staff regarding medication instructions prior to procedure

12. Schedule outpatient testing: nuclear and routine treadmill, echo, vascular, PVR, tilt table testing, labs and CT’s.

13. Schedule high volume of “heart test” referrals for testing and consultation.

14. Initiate pre-authorization for all procedures and testing. Follow up to insure authorization is obtained prior to scheduled procedure and/or testing appointment.
Responsibility IV

15. Collects patient overlay at check out. Physician orders for the patient are verified on the EMR work list.

16. Schedules all follow up patients in AllScripts, consulting with physician as necessary. Confirms appointment directly with patient at check out.

17. Adheres to physician templates when scheduling follow up appointments.

18. Monitor physician schedules in AllScripts to insure there are no conflicts with patient appointments.

19. Maintains the physician schedule on a daily basis. When conflicts occur run the daily bump list to insure patients are rescheduled.

20. Monitors and tracks all “no shows” and follows appropriate procedure in these incidents. 

21. Work list is monitored on a daily basis for any additional add on orders from providers.

22. Process “patient refusal forms” for ordering physician when patient cancels or refuses to follow through on physician orders.

23. Responsible to actively participate in the processing of incoming calls from patients, hospitals and referring physician offices.

24. Record expired patients in AllScripts Registration and inactivate the account.

25. Integrates self into the department’s organizational structure and actively participates in department’s daily activities to insure timely delivery of appropriate and high quality services.

26. Demonstrates willingness and flexibility to make changes to improve quality and efficiency in performance of job duties as observed by Supervisor.

27. Assists or accepts additional/unusual assignments as requested by team members and/or office manager to insure quality patient care and timely delivery of service as observed by Supervisor. Completes assignments consistently despite fluctuating workloads without compromising quality of service.

28. Assists department supervisor in the development of policies and protocols for the departments.

Other information:
Education required: High School Diploma or GED. Experience: 1 year experience in medical secretary capacity; Microsoft Word and Excel Skills.

Salary Range: $20.79 - $32.4693 hourly (Pay per years of relative experience)

EOE, including disability/vets.

Nuvance Health has a network of convenient hospital and outpatient locations — Danbury Hospital, New Milford Hospital, Norwalk Hospital and Sharon Hospital in Connecticut, and Northern Dutchess Hospital, Putnam Hospital Center and Vassar Brothers Medical Center in New York — plus multiple primary and specialty care physician practices locations, including The Heart Center, a leading provider of cardiology care. Non-acute care is offered through various affiliates.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation of our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact Human Resources at 203-739-7330 (for reasonable accommodation requests only). Please provide all information requested to assure that you are considered for current or future opportunities.