Scheduling Coordinator (Heart and Vascular Institute)

Join our team as a Scheduling Coordinator and be the first point of contact for patients, creating a welcoming and supportive environment! Youll play a key role in managing front office check-in/out, scheduling appointments, and coordinating essential testing. With every phone call and in-person interaction, youll provide exceptional customer service, assisting patients and their families through their healthcare journey. You’ll also communicate with patients before and after their outpatient services, ensuring they feel cared for and informed. If youre passionate about helping others and thrive in a fast-paced, dynamic environment, we want you on our team!

Responsibilities:

Answer incoming calls in a timely and efficient manner.

Back up medical records technician in creating, maintaining, and retrieving patient records.

Oversee the preparation and coordination of all correspondence related to private patients, research patients, and referring physicians.

Restate patient appointment details and collect appropriate pre-visit information, as needed.

Enter information into the EPIC or EMR system.

Instruct patient or family member/significant other concerning available services and programs for financial assistance and pertinent general patient information.

Schedule all new and returning patients with appropriate physicians or teams.

Function as intermediary and receptionist in the office of the Manager to include greeting visiting physicians, patients, representatives of pharmaceutical companies and equipment manufacturers.

Responsible for ordering and managing office supplies inventory.

Schedule patient appointments utilizing automated scheduling system and provides back up in entering orders into the clinical support system.

Ensure the security, safekeeping, and timely return of all records which are retrieved and provided to requesters for review.

Assist the Manager in supervision and coordination of the activities of the secretarial staff of the department.

Maintain a positive attitude characterized by caring, concern and support for patients, visitors, medical staff and co-workers.

Schedule all return patient appointments and extraneous testing upon discharge from the outpatient department.

Type correspondence, memoranda, reports, forms, etc. for the staff when necessary.

Complete appropriate forms, consistent with insurance requirements and follows up on any incomplete or inaccessible information to assure a completed record.

Assure that the release of information is handled following the laws of confidentiality.

Observe both Health System and departmental policies and procedures.

Gather and record demographic, financial and insurance information on each patient/family member/guarantor during the initial intake interview which may take place either in person or over the phone.

Photocopy correspondence and documents as requested.

B.A. degree and 1 year of experience in a related fiscal/admission/registration function OR 2 years of college, business school education, or medical secretary training and 1-2 years of experience ORequivalent combination of education and experience required.

Knowledge of third-party health care coverage and familiarity with medical terminology are required, including an understanding of Blue Cross, Medicare, Medical Assistance and commercial insurance coverage for hospitalization and outpatient service.

Excellent written and verbal communication skills are required.

Experience in guest relations is preferred.

Experience with computer-based systems preferred.

Must function well under stressful conditions. Licensure, Certifications, and Clearances: UPMC is an Equal Opportunity Employer/Disability/Veteran