Ancillary Scheduler II

The Ancillary Services Scheduler II performs Patient Access functions with minimal supervision, serving as an advocate and educator for patients while supporting a multidisciplinary care team. This role coordinates and schedules diagnostic tests and procedures, ensuring the correct location and resources are arranged. They obtain and document pre-certification and authorization requirements, accurately enter information into scheduling or registration systems, and verify insurance details to support a smooth patient experience. The Scheduler II provides feedback on daily registration processes and staffing issues and assists in ensuring compliance with department policies and procedures.

Essential Responsibilities

Responsibilities listed in this section are core to the position. Inability to perform these responsibilities with or without an accommodation may result in disqualification from the position.

• Answers telephone promptly and professionally.

• Coordinates patient care throughout the continuum of care through collaboration with the multidisciplinary team.

• Serves as a resource for care management.

• Ensures tests and procedures are scheduled in the correct location with appropriate resources.

• Selects accurate insurance carrier plans; notifies the patients or physician office staff of out-of-network carriers or potential benefit reductions.

• Communicates testing requirements to patients or physician offices based on scheduling module instructions.

• Duplicates any edits made in the scheduling module within the admissions module.

• Monitors scheduling reports for the upcoming day to maintain readiness during potential Epic downtime.

• Works closely with the physician office staff to ensure that pre-cert/authorization numbers are entered into in the scheduling or registration system.

• Consistently selects the correct patient medical record number.

• Maintains open communication with registration staff for unscheduled patients presenting for services to ensure appropriate testing is performed and times are available.

• Uses appropriate tools to communicate with Patient Access and other facility departments as needed.

• Receives, maintains, and indexes physician orders per facility standards and guidelines.

• Collaborates with internal and external interdisciplinary teams to ensure excellent customer service.

• Attends in-service education and completes all required training annually.

• Relieves staff members during employee sick/vacation time when appropriate.

• Works closely and professionally with nursing and ancillary departments to maintain a teamwork approach.

• Assists in resolving patient concerns.

• Ensures all personnel department policies and procedures are followed.

General Responsibilities

• Performs other duties as assigned.

Minimum Qualifications

Education Requirements

• High School Diploma or GED required.

Experience Requirements

• 3 or more years of scheduling in healthcare setting or patient access experience required

License/Certification/Registration Requirements

• Certified Revenue Cycle Representative (CRCR) issued by the Healthcare Financial Management Association (HFMA) or Certified Healthcare Financial Professional (CHFP) issued by HFMA required within 180 days of hire.

Knowledge/Skills/Abilities Requirements

• Advanced ability to communicate clearly and concisely, verbally and in writing.

• Establishes and maintains long-term customer relationships, building trust and respect by consistently meeting and exceeding expectations.

• Works effectively with employees, patients, and external partners.

• Advanced proficiency in required PC applications.

• Understands and adheres to organizational policies, procedures, and systems.

• Performs accurate mathematical calculations, reconciles figures, and demonstrates correct grammar, spelling, and transcription.