Registration/Scheduler Specialist | Primary Care | Full-Time

The Physician Office Support is responsible for answering the telephones, scheduling patient visits, greeting patients/visitors, and relaying accurate messages to the clinic staff. The Physician Office Support requires excellent telephone technique, the ability to perform multiple office duties in an efficient and timely manner, coordinate an effective communication system, maintain a pleasant demeanor with clients, hospital and other professional staff, and demonstrate superior organizational skills.

Responsibilities/Duties:

• Answers telephones and documents accurate message information.
• Handles referral calls and obtains relevant information.
• Screens calls for urgency and acts appropriately.
• Interacts effectively with clients, visitors, and staff.
• Schedules client appointments, clinician meetings, and related schedule data.
• Schedules patients according to provider guidelines.
• Sends appropriate information to patients before initial appointments.
• Accepts patient payments and issues receipts.
• Prepares daily schedules.
• Prepares and explains new patient paperwork/forms.
• Logs patients in and out and charges for services.
• Scans insurance and other documentation.
• Contacts no-show patients regarding continuation of services.
• Notifies Preauth/Precert Specialist of patient information changes.
• Distributes incoming and outgoing mail.
• Contacts patients to reschedule appointments due to provider conflicts.
• Opens and closes clinic operations, including voicemail, doors, phone forwarding, and waiting room upkeep.
• Conducts weekly office/beverage supply inventory.
• Completes and processes purchase order requests.
• Processes special request orders for staff.
• Assists providers/staff with document copying.
• Serves on committees as requested.
• Attends department meetings regularly.
• Contributes to a positive work environment.
• Follows verbal and written instructions and completes work timely.
• Accepts and provides feedback objectively.
• Depending on Division and Department assignment, employees may be required to float between Surgical and Specialty Services departments to meet operational demands.

Education/Experience:

• Completion of a 2-year post-high school degree in office support services or equivalent experience.
• Proficiency in Microsoft Office applications; ability to learn electronic health record software within 3 weeks of hire.

Professional Skills & Expectations:

• Ability to read, write, and communicate effectively in English.
• Prior experience with typing and computer use
• Ability to work independently and under supervision while maintaining confidentiality.
• Ability to work cooperatively and collaboratively with others.
• Effective verbal and written communication skills.
• Ability to communicate effectively with behavioral health clients and staff.
• Demonstrates legible penmanship.
• Maintains high standards of performance, professionalism, pleasantness, and courtesy.
• Demonstrates professional appearance and demeanor.
• Demonstrates excellent telephone etiquette.
• Uses independent problem-solving techniques.
• Adapts to change, interruptions, deadlines, and fast-paced environments.
• Demonstrates excellent customer service skills and remains calm under stress.
• Demonstrates competency in following instructions and completing work accurately and timely.

Benefits and Salary:

The role pays a minimum of $20.02 per hour. Depending on relevant experience, a higher rate may be offered. Commensurate with position and experience. Comprehensive benefits package to include: medical, HSA, dental, 403(b) with employer match of 5%, life insurance, long-term disability, PTO, sick time, EAP, wellness benefits, etc.

About Us:

As an independent hospital, we live our mission to improve the health and wellbeing of the people of our region. To improve access to care, we have expanded our local specialty and primary care services in our communities. Not far from Duluth, MN, our campus resides in the beautiful north woods of Wisconsin where you can balance work and home life on our beautiful lakes and trails by partaking in personal interests such as biking, cross-country skiing, hiking, fishing, water sports, ATVing, snowmobiling, and much more.