Part-time Reception & Scheduling Specialist

Job Description

Job DescriptionDescription:

Part-time: 16 to 32 hours per week

Job Description

Allegiance Medical Group offers a positive and collegial environment for team-members providing disability and physical exams for uniformed service members and veterans. We also provide employment exams for law enforcement and other types of federal employees.

Are you a motivated and experienced Medical Scheduler/Receptionist seeking a part time position where you can break away from the hectic grind and settle into positive clinic environment? AMG is a collegial environment where you will be appreciated and respected for your contributions. As an AMG team member, you will enjoy competitive compensation in a low stress environment. You will have the opportunity to interact with uniformed members and veterans and provide welcoming and positive experience. Together with the Allegiance Medical team we will ensure that our veterans, service members, law enforcement and federal employees are provided the outstanding and respectful service they deserve.

If this mission and team-based environment appeal to you, then we'd love to hear from you today!

There are occasional opportunities to work extra shifts and occasional telecommute projects.

We are looking for a Medical Scheduler to help maintain patient schedules and ensure that all patients' needs are met. A successful candidate will have strong interpersonal skills, be able to work with minimal supervision and know how to handle multiple daily tasks. The receptionist-scheduler will be responsible for organizing provider schedules and ensuring efficient use of time, as well as maintaining a positive working environment for the staff, as well as ensuring that organizational policies are adhered to.

Responsibilities:

• Schedule and coordinate clinic-based appointments (exams and diagnostics).
• Assist examinees with questions and ensure their understanding of the appointment process.
• Answer questions regarding requirements for specific appointments.
• Handle incoming calls from schedulers and examiners
• Coordinate on-line block scheduling with calls for appointments.
• Research information as necessary and respond promptly to clients
• Provide other general customer service and administrative support functions as necessary.

Job Type: Part-time

Medical Scheduling: 1 year (Required)

Medical terminology: 1 year (Preferred)

Computer skills: 1 year (Preferred)

Work Location: Mt Pleasant, WI 53406

Requirements:

Hard Skills

• Appointment Scheduling Software: Familiarity with appointment scheduling software or electronic medical records (EMR) systems for managing calendars, scheduling appointments, and updating patient records.
• Microsoft Office Suite: Proficiency in programs such as Word, Excel, and Outlook for tasks like document creation, data entry, and email communication.
• Phone Systems: Experience with multi-line phone systems and proficiency in handling incoming and outgoing calls, transferring calls, and taking messages accurately.
• Data Entry: Accurate and efficient data entry skills for maintaining patient records, entering appointment details, and updating administrative databases.
• Customer Service Skills: Strong customer service skills, including active listening, empathy, conflict resolution, and the ability to handle challenging situations with professionalism and composure.
• Confidentiality: Understanding of and commitment to maintaining patient confidentiality and adhering to HIPAA regulations when handling sensitive information.
• Problem-Solving: Ability to identify issues or concerns, troubleshoot problems, and find appropriate solutions independently or by collaborating with relevant team members.
• Attention to Detail: Strong attention to detail to ensure accuracy in tasks such as scheduling appointments, updating records, and handling administrative paperwork.

Job Hazards

• Potential exposure to blood and bodily fluids

Job Purpose

As the Scheduling Specialist, your primary purpose is to serve as the frontline representative for Veterans and Contracted Agencies, providing exceptional customer service and support both over the phone and in person at AMG Clinics. Your role encompasses performing various administrative tasks, including answering phone calls, scheduling appointments, and providing administrative assistance to all clinics within the organization. Your interactions with examinees, employees, and contracted agencies should always embody friendliness, courtesy, and compassion, fostering a welcoming and supportive environment for all. Through your dedication to excellence and empathy, you play a pivotal role in ensuring smooth operations and delivering compassionate care to those who have served our country.

Soft Skills

• Good communication skills, teamwork, problem-solving, adaptability, time management, and emotional intelligence.
• Always being on time and dependable for your shift.

Physical Ability

• Able to lift up to 10 pounds
• Sitting for extended periods

Core Responsibilities

• Phone Calls: Answering the phone promptly and courteously. Helping examines or contracting agencies regarding appointments. Directing phone calls appropriately.
• Scheduling Duties: Entering in appointments into DaySmart timely and correctly
• Contacting clinics for last minute additions. Contacting contracting agency to correct mistakes.
• Administration work: Scheduling appointments and obtaining orders while safeguarding privacy. Understanding and following schedule and service-entry/processing within DaySmart.
• Learning all appropriate computer software and always following HIPAA guidelines. Understanding how to handle requests for results or documents by examinees (refer to ordering agency). Refrain from counseling, guiding or making suggestions to examinees with regard to their health status, treatment, claim status or occupation. Following Clocking in/out, and Time off policy. Reporting and documentation of workplace injuries. Safe and proper clinical attire and hygiene.
• Assisting with training new staff as needed. Following standardized clinic workflow as trained.
• Confidentiality Compliance: Adhere to confidentiality protocols and HIPAA regulations when handling patient information and sensitive data.
• Flexibility and Adaptability: Remain flexible and adaptable to changing priorities and work schedules, demonstrating the ability to multitask and prioritize tasks effectively.