Central Registration Scheduling Manager

Description

Full-Time Central Registration & Scheduling

Current Location: Elk Grove Village, IL

On-Site • Monday - Friday. Minimum one Saturday per month. Minimal travel.

Barrington Orthopedic Specialists is looking for a full-time Central Registration Scheduling Manager! 

All office locations: Schaumburg, Bartlett, Elk Grove, Buffalo Grove, IL

Barrington Orthopedic Specialists was established in 1980 with a philosophy of treating patients as you would want to be treated. The practice has remained as the premier orthopedic provider of the northwest Chicago suburbs, providing compassionate, individualized care for patients' bones, joints, and muscle injuries and conditions. 

This individual will be responsible for development & implementation of Central Registration operations utilizing their medical background to help guide our schedulers with active calls. Additional operation tasks will include staffing/scheduling, timecard management, insurance verifications, E.H.R, schedule template building & maintenance, patient scheduling, provider schedule management, phone system operation and reporting, employee records management including scanning, filing, storage, requests, and other tasks to be determined by the Director of Patient Services. 

Requirements

Central Registration Scheduling Duties (70%):

• Answer all calls sent to the Central Registration & Scheduling phone queue.
• Answer the phone with the correct greeting/script.
• Schedule patients with appropriate provider; distribute patients that have no scheduling preference equally amongst providers.
• Obtain all patient’s demographic and insurance information and accurately enter information into patient’s file.
• Confirm appointment at end of call with time of appointment, provider, location, time of arrival, and what is required for them to provide at the time of their visit.
• Manage physician schedules and cancel/reschedule patients as needed.
• Review reports received for Successful and Unsuccessful self-scheduling patients.
• Analyze self-scheduled patient reports and identify cancelled appointments that need to be rescheduled.
• Analyze self-scheduled patient reports to identify unsuccessful cancellations.
• Provide backup and scheduled operator coverage as needed.
• Provide Immediate Orthopedic Care (IOC) front desk coverage (if scheduled on a Saturday (minimum of one per month) and as needed).
• Accept and complete daily/weekly tasks (Buckets) such as: entering referrals, faxes, appointment web request, etc. in a timely manner.
• Become familiar with BOS website content and Physician bios/specialty.

Managerial Duties (30%):

• Manage daily operation of Central Registration responsibilities.
• Provide daily direction and communication so that patients/providers’ needs are attended to in a timely manner.
• Participate in development and establish patient scheduling protocols maximizing efficient use of providers’ schedules and using your medical background to develop a cohesive scheduling process with our patients.
• Build, maintain, & manage provider schedule templates. 
• Manage providers’ schedules as directed (blocking, rescheduling, etc.) 
• Keep Central Registration Staff current on schedule availability by reviewing providers’ schedules daily.
• Oversee Central Registration Specialists’ schedules to assure appropriate coverage for all hours of operation.
• Inform Director of Patient Services of any conflicts or problems that may arise (schedules).
• Be available to staff and providers during and after work hours to trouble identify any issues hindering productivity.
• Communicate and maintain high quality work environment which will motivate staff to perform at a high level.
• Participate in interviewing and selecting candidates for open positions.
• Timecard management of your department.
• Monitor benchmark performance through telephone system reporting.
• Develop and implement staff schedule adjustments to meet expected demand levels.
• Participate in development and execution of a program to orient and train staff for each position within the department.
• Evaluate and monitor implementation of policy within your department.
• Process any disciplinary actions and development of Central Registration Staff including terminations with the assistance of the Human Resources Department.
• Conduct Quarterly staff meetings with consistency and regularity.
• Manage CRS Buckets within the E.H.R system to verify employee tasks are being completed and in a timely manner.
• Be available to take any patient complaints as needed.

Requirements:

• Strong medical background required.
• Knowledge of medical terminology. 
• Knowledge of medical office procedures.
• At least 2 years in medical field required.
• Excellent Customer Service skills.
• Experience with Microsoft software (Outlook/Excel)
• Experience working in a call queue.
• Advanced computer skills.
• Strong organizational skills.
• Strong written and verbal communication skills.
• Willing to work flexible hours.
• Applicaton of motiviational and team-building techniques.

Education:

• High School diploma or equivalent.
• Associate's degree or completion of an office management training program preferred.
• Certified Medical Certificate/License (CMA, ATC, RN, LPN, PTA, etc. or equivalent) required.

Experience:

• 2-3 years in a healthcare related office setting or field with increased levels of responsibility required.
• Experience in management or leadership role required. 

Benefits Offered:

• 401(k) Retirement Plan
• 401(k) Employer Matching
• Health Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account with Employer Contributions
• Basic Life Insurance (Company Paid)
• Long Term Disability (Company Paid)
• Voluntary Life Insurance 
• Voluntary Short-Term Disability
• Voluntary Critical Illness Benefit
• Voluntary Accidental Benefit
• Voluntary ID Shield Benefit
• Employee Assistance Program
• Paid Time Off