Appointment Coordinator ( WPRC)

** This is an onsite, in person vacancy**

We are a group of providers united by our clinically integrated, high-performance network and shared belief that physician autonomy is key to improving healthcare. As a physician-led medical group, we provide the tools, talent, and technology that enable you to improve patient care and your practice’s economic outcomes. We remove administrative work to help you transition to and thrive in value-based care so you can focus on patients, not paperwork and policy.

Overview of the Role:

The Appointment Coordinator serves as an initial contact for patients and customers, in-person and via telephone, and assists them in a manner consistent with Women’s Pelvic Restorative Center customer service standards.  The Appointment Coordinator assesses needs of the patients or customers to determine appropriate scheduling with health care providers within a time and sequence acceptable to the patient and customer’s needs.

Essential Job Duties:

• Screens all incoming phone calls to the department and determines disposition. 

• Schedule and reschedule new patients and established patients’ appointments.

• Register new patients and update established patients’ accounts.

• Collect/update patient insurance information during each call.

• Verifies and updates patients’ insurance and demographic information.

• Be knowledgeable with doctor’s specialties, office locations, insurance guidelines, scheduling protocols.

• Schedules and instructs patients on preparations for tests and procedures. 

• Requests and processes co-payments from patients. 

• Maintains and updates provider schedules. 

• Operates computer and phone system to appropriately and accurately schedule, change, cancel, coordinate, and confirm appointments including ancillary tests and procedures for patients and customers. 

• Phone backup for nurses during lunch or when doctors are out.

• Overhead page when necessary.

• Be familiar with nurses and doctors “Emergency on Call” protocol.

• Be flexible with multitasking during high call volume peaks.

• Answer websites and smile reminder emails.

• Make exit appointments for doctors and ancillary departments.

• PBX and be knowledgeable in all areas of Women’s Pelvic Restorative Center, CBO, MSO and Satellites (locations, personnel directory, websites).

• Mail out patient recalls.

• Receives, processes, and files letters and forms from patients and referral sources. 

• Damage control with unsatisfied patients.

• Mail out new patient packages when necessary.

• Operates a fax machine, photocopier and/or printer effectively to communicate patient information. 

• Regular attendance is required in order to carry out the essential functions of the position. 

• Manage the schedule of all providers.

• Provide training on scheduling for all new hires.

• Manage missing slips resolution. 

• Collection calls to patients on any outstanding monies owed. 

• Follow HIPAA guidelines.

• Other miscellaneous duties as assigned.

Minimum Qualifications:

• 4+ years of Appointment Secretary experience, preferably in a OB/GYN medical office setting

• 2+ years of PBX or call center experience 

• 2+ years of Athena EMR experience (Preferred)

• Basic computer literacy

• Ability to handle yourself in a professional manner

• Ability to accurately enter patient data into office software

• Be a self-motivator and problem solver

Education/Certificate/License

• High School Graduate or GED 

Physical Demands

Work may require sitting for long periods of time; also stooping, bending and stretching for files and supplies; occasionally lifting files or paper weighing up to 30 pounds; requires manual dexterity sufficient to operate a keyboard, operate a telephone, copier and such other office equipment as necessary; vision must be correctable to 20/20 and hearing must be in the normal range for telephone contacts; it is necessary to view and type on computer screens for long periods and to work in an environment which is very stressful.

Hourly rate for this vacancy is between$18-$20 Per hour. Compensation depends on years of experience and skillset.

All your information will be kept confidential according to EEO guidelines.

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Technical Requirements (for remote workers only, not applicable for onsite/in office work):

In order to successfully work remotely, supporting our patients and providers, we require a minimum of 5 MBPS for Download Speed and 3 MBPS for the Upload Speed. This should be acquired prior to the start of your employment. The best measure of your internet speed is to use online speed tests like https://www.speedtest.net/. This gives you an update as to how fast data transfer is with your internet connection and if it meets the minimum speed requirements. Work with your internet provider if you have questions about your connection. Employees who regularly work from home offices are eligible for expense reimbursement to offset this cost.

Privia Health is committed to creating and fostering a work environment that allows and encourages you to bring your whole self to work. Privia is a better company when our people are a reflection of the communities that we serve. Our goal is to encourage people to pursue all opportunities regardless of their age, color, national origin, physical or mental (dis)ability, race, religion, gender, sex, gender identity and/or expression, marital status, veteran status, or any other characteristic protected by federal, state or local law.