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Work Shift

Day (United States of America)

The ED has an exciting opportunity for a Department Staffing Coordinator & Time Keeper at Wellstar Cobb Hospital!

This work hours for this role are Monday through Friday, from 5:00 AM to 1:00 PM.

Job Summary:

The ED Staffing Coordinator & Time Keeper functions under the direction of the ED Nurse Manager. Provides outstanding customer service to customers in a fast paced busy environment. Responsible for performing a wide variety of clerical procedures that requires independent judgment, ingenuity and initiative in the utilization of computers and other equipment. Knows the existing lines of communication and authority, handles communications properly and is dependable and cooperative. Works with staff and understands appropriate scheduling process, willing to learn procedures/patient preps. Assist physician's office staff with scheduling issues in a timely manner. Handle heavy phone volume. Must be flexible with work hours to meet department needs.

The Scheduler is responsible for coordinating and managing staff scheduling for the Emergency Department and Centralized Monitor Unit. This role plays a key part in ensuring adequate staffing coverage by facilitating shift swaps, and supporting recruitment efforts in collaboration with department leadership. The Scheduler also manages timekeeping and payroll processing on a biweekly basis for all department staff.

Key Responsibilities:

Develop and maintain daily, weekly, and monthly staff schedules for the Emergency Department and Centralized Monitor Unit.
Coordinate and document shift swaps, call-ins, and scheduling changes in real time.
Collaborate with leadership to assess staffing needs and support ongoing recruitment and onboarding efforts.
Monitor staffing levels to meet operational and patient care needs, making adjustments as necessary.
Complete accurate biweekly timekeeping and payroll processing for all department employees.
Serve as the primary point of contact for scheduling-related inquiries and issues from team members.
Utilize scheduling and payroll systems effectively, ensuring data integrity and timely updates.

Core Responsibilities and Essential Functions:

Scheduling Duties
* Knowledge of all Medical Imaging exams in all modalities, including patient preps and instructions.
* Demonstrate understanding of Medical Imaging Procedures.
* Knowledge of Diagnosis codes or reasons for procedures
* Knowledge of testing frequencies based on insurance and Medicare guidelines.
* Knowledge of various insurance programs offered by each carrier
* Knowledge of Medicare guidelines regarding exams that require Medical necessity checks (Follow ABN process)
* Knowledge of insurance carriers requirements for Pre-Authorization of procedures and referrals for procedures (Referring to Insurance Quick Reference guide).
* Knowledge of the lead time required by an insurance carrier to process pre-auth referral
* numbers.
* Knowledge of all Medical Imaging facilities hours of operation.
* Asking exam pre-screening questions to ensure that a patient meets criteria or does not have conditions that would contra-indicate the test being performed.
* Knowledge of which Medical imaging exams require specialized Radiologists and able to coordinate that with the schedule to make sure the patient is scheduled at the correct facility.
* Assist the physicians office with ICD-9 and ICD-10 codes for Medicare Medical necessity by referring to the coding helpline
* Schedule procedures for Cardiopulmonary (Echocardiograms)
* Knowledge of EMR, Fax and Email orders
* Working Knowledge of working with orders in the Medical Imaging Schedule Orders Work Queues
* Knowledge of electronic orders (Image Now, Trace) and attaching paper orders to scheduled appointments.
* Handle heavy phone volumes, providing appropriate telephone etiquette and scripting
* Ability to type with a high degree of accuracy and computer skills to accurately input data into scheduling software.
* Excellent communication and interpersonal skills to effectively obtain required minimum data set from patients, their representatives and/or physician offices; obtains verifies and updates demographic and insurance information, accurately completing scheduling questionnaires. Verify payors through real-time eligibility, if applicable. Non-RTE payors must be verified via web or phone.
* Verify the accuracy of data entered and correct any errors
* Superior attention to detail
* Ability to exercise judgment in taking appropriate actions in emergent situations, take initiative when problem solving, retain composure in stressful situations and escalate issues as necessary
* Maintain neat attire, hair and appearance, following the department dress code.
Team Player
* Ability to interact respectfully with co-workers, patients, referring office staff in a friendly, personable and professional manner
* Promote positive working relationships with co-workers, Team Leads, Supervisors and Managers.
* Orientates new employees and assures proper documentation of training
* Assists other areas of Scheduling when needed
* Flexible with hours to meet department needs
* Assist in the interview process of new hires if asked
* Understands existing lines of communication and authority, handles communications properly and is dependable and cooperative
* Meets Service Recovery and Customer Service guidelines as needed
Performs other duties as assigned
Complies with all WellStar Health System policies, standards of work, and code of conduct.

Required Minimum Education:

High school diploma or equivalent.

Required Minimum Experience:

Minimum 1 year of experience in customer service
Medical scheduling is preferred

Required Minimum Skills:

Strong customer service skills, good communication and organizational skills.
Basic insurance carrier and pre-certification knowledge and computer skills preferred.
Basic typing and data entry experience. Medical Terminology preferred.
The individual must be able to communicate and understand verbal and written English language and display a positive attitude.
This position requires a high level of attention to detail and a low error rate, as the consequences of even a minor mistake can be significant for patients and providers.
In addition, this position requires regular, reliable attendance.

Join us and discover the support to do more meaningful work—and enjoy a more rewarding life. Connect with the most integrated health system in Georgia, and start a future that gives you more.

Staffing Coordinator & Time Keeper - Emergency Department

Job description