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Scheduling Coordinator-NEHI Full Time Day Shift

Company: Catholic Medical Center
Location: Manchester
Posted on: May 3, 2021

Job Description:


Performs diversified scheduling

and customer service duties in support of the activities of the New England Heart and Vascular Institute.


Under the direct supervision of the NEHVI Practice Manager and within established Catholic Medical Center, and departmental policies and procedures, the incumbent performs the following functions:

  • Schedules inpatient and outpatient invasive cardiology procedures and testing and/or any additional non invasive testing required for EP, IR, CATH procedures for NEHVI cardiology patients.
  • Schedules and coordinates follow up office appointments, testing and ancillary services post procedure for the Manchester office and satellite locations as appropriate and required.
  • Utilizes EMR system to schedule appointments and update patient demographic information.
  • Enters detailed and accurate appointment notes to be used cross functionally across multiple disciplines.
  • Guides and advises patients with regards to schedules and schedule process.
  • Performs checks out process by scheduling appropriate procedures, provides informational packets, decision aides, etc to patients as required.
  • Manages and follows protocol for patient waitlists, rescheduling, and making contact with patients. Notifies clinical staff as appropriate if unable to contact patient.
  • Notifies patients via U.S. postal mail when due for appointment when unable to reach by phone.
  • Notifies appropriate personnel of all schedule changes.
  • Contact the insurance plans/carriers or third party representatives via telephone or on-line submission to obtain authorizations, pre-certifications as necessary
  • Reviews accuracy and completeness of information requested and ensure that all supporting documents are present for insurance plans/carriers and/or third party representatives.
  • Ability to project strong knowledge of regulatory standards and compliance requirements to effectively communicate with insurance plans/carriers and third party representatives.
  • Obtains proper clinical documentation and faxes documentation for insurance plans/carriers and third party representative for clinical review on all pending prior authorization/ pre-certification requests in pending status.
  • Contacts insurance plans/carriers or third party representatives to close pending cases either by review of clinical documentation provided to them or by having case need further clinical review by an approved member of our clinical staff (example, RN or MD/APP)
  • Acts as the liaison between insurance plans/carriers and/or third party representative and our clinical staff and providers to ensure any requests that have gone "peer-to-peer" obtain proper review by appropriate level of clinical team. Once "peer-to-peer" has been completed and an approval is in place, notifying appropriate staff of approval notification
  • Participates in weekly schedule meetings with appropriate EP/Cath Lab clinical and administrative staff.
  • Serves as backup support for Structural Heart program, non invasive prior authorization staff and non invasive scheduling as needed.
  • Prints and provides patient schedules to appropriate personnel as required.
  • Retrieves voice mail messages, makes arrangements for emergent and priority scheduling of appointments, procedures and testing, inputs appointment information into the computer systems.
  • Handles multiple phone calls/messages including a STAT/private line for in-house cardiologist.
  • Requests patient record from referring providers and facilities required for patient visits and procedures.
  • Works with Nurse Coordinator and admissions department to complete patient transfer to CMC for invasive procedures and admissions.
  • Schedules anesthesia and/or OR time for EP Lab cases.
  • Follows protocol for accurately notifying clinical and technical staff of each cardiac admission including demographic, insurance and clinical information
  • Participates in appropriate role in disasters, fire drills, fires and other emergency situations.
  • Exercises care in the use and operation of equipment and reference materials. Performs routine maintenance to ensure continued functioning of equipment. Maintains work area in a clean and organized manner.
  • Performs similar or related duties as requested or directed.


Individuals must possess the following knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities and to possess the necessary physical requirements, with or without the aid of mechanical devices to safely perform the essential functions of the job:

  • Physical requirements include the ability to extend hand(s) and arm(s) in any direction: raise objects from a lower to a higher position or moving objects horizontally from position to position: pick, pinch, type or otherwise work primarily with fingers rather than with the whole hand or arm, as in handling.
  • Ability to express or exchange ideas by means of the spoken word.
  • Ability to receive detailed information through oral communication and to make fine discriminations in sound.
  • Ability to exert up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to life, carry, push, pull or otherwise move objects.
  • Visual acuity sufficient for work which deals largely with preparing and analyzing data and figures, computer terminal operation, extensive reading, writing and telephone usage.
  • Requires the ability to perform repetitive or routine duties working from detailed instructions and under standard procedures. Requires the making of minor decisions.
  • Ability to interact effectively with the public and utilize excellent communication skills. Ability to work in a collaborative manner.
  • Ability to work with frequent interruptions and respond appropriately to unexpected situations.
  • Ability to operate a personal computer and related software.

OSHA RATING: Category II (No exposure to blood borne pathogens)

PHI ACCESS: Complete


  • Generally Monday through Friday, days. Occasional requirements to work. Overtime to accommodate workload or cover special events.



  • High school graduate or equivalent.
  • Courses in medical terminology, anatomy and physiology, medical coding or LNA or Associates Degree preferred.


  • At least 1 year of prior medical office support experience required.
  • Experience in computer software applications including Electronic Medical Record and MicroSoft office preferred.
  • Two years previous scheduling experience in surgical or specialty ambulatory setting or equivalent required.
  • Previous prior authorization experiences a plus.

Keywords: Catholic Medical Center, Manchester , Scheduling Coordinator-NEHI Full Time Day Shift, Other , Manchester, New Hampshire

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