Scheduling Coordinator

Job Title: Scheduling Coordinator

**SUMMARY**

The Scheduling Coordinator handles all aspects of a referral from receipt of referral through scheduling and confirming attendance. Duties include, but not limited to, intake, scheduling, review of medical documents, customer service, data entry, telephone duties, and clinic coverage, DOT urine collections (Training & certification for urine collections is provided onsite and is an essential part of this role).

This position is Monday to Friday - 8:00 - 4:30pm with a 30 minute unpaid lunch break.

All team members are required to work 1 afternoon shift and 1 Saturday/Sunday shift per quarter. Notice is provided for scheduling of these shifts.

**EDUCATION AND/OR EXPERIENCE**

High school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred.

**CERTIFICATES, LICENSES, REGISTRATIONS**

No specific requirements upon hiring. Training and certification will be required/provided for DOT Urine Collection.

**ESSENTIAL DUTIES AND RESPONSIBILITIES TO PERFORM THIS JOB SUCCESSFULLY INCLUDE, BUT ARE NOT LIMITED TO THE FOLLOWING**:

- Handles the Intake of new referrals of various types from a variety of sources
- Reviews for complete information, appropriateness of assessor requested for service required
- Schedules examinations through IME Centric for single and multiple assessments
- Schedules and confirms appointment dates and times with physicians' offices
- Communicates with clients regarding appointment scheduling, physician CV's, appointment changes, no shows, cancellations, and receipt of medical records and/or images. Communicate with examinee as required by the client.
- Coordinates with the client to obtain required medical records prior to examination
- Communicates with physicians, clients and or examinees regarding any changes due to cancellation or rescheduling
- Coordinates ancillary services such as interpretation, chaperones, transportation, overnight accommodations and or exam site rentals when needed. Ensures the appropriate steps are taken to cancel and/or reschedule services upon appointment change or cancellation
- Confirms if examinee has attended assessment and requests consent forms.
- Handles and responds promptly to incoming calls, e
- mails or faxes from physicians or clients requesting report status and/or information
- Assists with clinic coverage as required
- Arranges for diagnostic tests as required.
- Participate in various educational and/or training activities as required
- Addictions cases - Height, weight, photo, Pharmanet, DOT urine collections, daily arranging of courier for collections, daily checking and reporting on lab results, folder preparation, overall maintenance and supply ordering, out of province funding process, assisting with hair samples, understanding safety protocols for examinees
- Other duties as assigned

**QUALIFICATIONS**
- Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.
- Must be knowledgeable of multiple software programs, including but not limited to Microsoft Office - Microsoft Word, Outlook, Excel, and the Internet.
- Must be a qualified typist with a minimum of 40 W.P.M.
- Ability to follow instructions and respond to management’s directions accurately.
- Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
- Must take ownership of work
- Must demonstrate strong communication skills by conveying necessary information accurately, listening effectively and asking questions where clarification is needed.
- Must be able to work independently, prioritize work activities and use time efficiently.
- Must be able to maintain confidentiality.
- Must have the desire and ability to build positive relationships with customers, vendors and all internal staff.
- Must be able to stay focused and concentrate under normal or heavy distractions.
- Must have a strong sense of urgency and be able to work well under tight timelines and/or stressful conditions.
- Must possess the ability to manage change, delays, or unexpected events appropriately.
- Demonstrates reliability and abides by the company attendance policy.
- Demonstrates flexibility.
- Must maintain a professional and clean appearance at all times consistent with company standards.
- Demonstrates ability to practice calmly in volatile situations

**LANGUAGE SKILLS**

**A strong command of the English language - both spoken and written is required.**
- Ability to read, analyze and interpret common correspondence and medical or legal documents.
- Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.
- Ability to respond appropriately and professionally to all inquiries or complaints from customers, regulatory agencies, upper management, and/or members of the