Per Diem-Scheduling Coordinator

Scheduling Coordinator - Maternal Fetal Medicine 

Basic Purpose of the Job: The Scheduling Coordinator is a vital member of the Maternal Fetal Medicine (MFM) team, responsible for coordinating all aspects of patient scheduling, medical records management, and insurance authorizations. This role ensures that patients, referring providers, and internal team members receive timely, efficient, and compassionate care. The Scheduling Coordinator acts as a liaison to optimize patient access, streamline clinic operations, and support a seamless healthcare experience. 

Key Responsibilities: 

Patient Scheduling & Coordination: 

• Schedule and confirm all MFM, Birthing Center, NICU, Pediatric, Diabetes in Pregnancy and Nutrition in Pregnancy appointments, including ultrasounds, genetic counseling, surgeries, inductions, and consultations. 

• Transcribe incoming orders and referrals for outside practices for appointments/procedures and create cases for surgical patients.  

• Manage scheduling adjustments based on patient conditions and provider availability. 

• Monitor daily EPIC workqueues, including ultrasound orders, self-pay, non-contracted insurance and referral authorization.  

• Coordinate with internal departments and external obstetrical practices, fertility clinics, laboratories and hospitals.  

• Monitor and modify provider schedule templates to ensure efficient use of clinical resources. 

• Facilitate approval processes for inductions, cervical ripening and C-sections outside established guidelines. 

• Support the workflow of the MFM and Birthing Center Departments, assisting with check-in, patient flow, and distribution of schedules to relevant stakeholders. 

• Complete a full registration for new patients and confirm updates for established patients. 

• Reviews any non-standard or scheduling issues with Practice Manager, Sonographer Manager or other impacted departments.  

• Works with other MFM personnel to provide efficient and correctly prioritized management of patient appointments and hospital resources. Consult with physicians to determine urgency. 

• Schedule interpreter services to make certain patient needs are met.  

Insurance & Financial Coordination: 

• Utilize electronic systems (EPIC, Passport OneSource) to verify insurance eligibility/coverage and ensure accurate information; may require contacting insurance carrier. 

• Actively monitor and correct insurance discrepancies prior to the date of service 

• Knowledge of payer policies for medical necessity/authorization requirements. 

• Able to identify and transcribe ICD-10 diagnosis and procedure CPT codes from referring provider into EPIC. 

• Request prior authorizations when required, including informing patients, submitting correct CPT and ICD-10 codes, documenting authorization details in medical record, and communicating potential financial responsibility to patients.  

• Prepare patient estimates (self-pay, non-participating insurance coverage) for outpatient services, using the correct CPT codes.  

• Works with SSH billing personnel/systems and private offices to resolve patient billing. 

Medical Records & Administrative Support: 

• Manage incoming and outgoing communication, including faxing, email correspondence, and distribution of schedules. 

• Maintain comprehensive and up-to-date patient charts, ensuring compliance with privacy regulations. 

• Obtains all patient information required by the providers prior to an appointment.  

• Ensures that the medical records are available to all health care providers by scanning into EPIC. 

• Manages all incoming and outgoing information transfer for patients referred for services outside SSH.  

Customer Service: 

• Serve as a primary point of contact for patients, addressing inquiries with professionalism and empathy. 

• Serves as patient primary point of contact and liaison to communicate patient needs and feedback to appropriate clinical team members. 

• Provide clear information and information on appointment preparation, practice guidelines, and hospital services. 

• Collaborate with Practice Manager, clinicians, and support staff to ensure smooth clinic flow and optimal utilization of resources. 

• Proactively identify and recommend strategies to improve access and reduce patient care barriers. 

• Assist with new employee onboarding and orientation.  

• Able to multi-task and answer a multi-phone line and tolerate continuous interruptions to complete task at hand 

• Greets and acknowledges all colleagues, patients, vendors, visitors and vendors with professionalism, both in office and on telephone 

• Ensures that patients, referring providers and other customers receive timely, efficient and high-quality service. 

Compliance & Safety: 

• Adhere to all legal, regulatory, and ethical standards relevant to patient care and hospital operations. 

• Maintain a safe work environment, following proper body mechanics and equipment usage protocols. 

• Participate in mandatory safety, compliance, and privacy training programs. 

• Ensure accuracy in patient demographic and insurance information, safeguarding privacy and supporting hospital financial operations. 

• Operate independently within established guidelines, demonstrating initiative and problem-solving skills. 

• All other duties as assigned.