Scheduling Coordinator - Spine Center - Full Time 8 Hour Days (Non-Exempt) (Union)

The Scheduling Coordinator schedules patient appointment/follow ups and/or surgeries as appropriate in the assigned unit/clinic. He/She closely monitors patients throughout various phases to assure completion of required testing and services, validating financial clearance for services being scheduled, providing stellar customer service when interfacing with patients in person and over the phone to establish appointments, alerting clinicians when patient testing is complete or when patients are non-compliant in completing medical services, coordinating collection of testing results and provider notes, coordinating care with ancillary departments as needed. . Obtains authorizations and pre-authorization for services to be rendered. Schedules ancillary appointments as necessary for patients. Ensures patient charts are prepared prior to appointments/follow up and/or surgery including x-rays and pertinent lab work. Makes arrangements for any special equipment as needed. Reviews and codes charge slips for patient care services and/or surgical services rendered. Maintains files and records, including supporting documentation for insurance claims. Maintains master appointment/surgery calendar for physician(s). Oversees equipment and office supply inventory. Reads all incoming mail, prioritizing and distributing as appropriate. The Scheduling Coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case.


The scheduling coordinator's primary role is being a scheduler at the front desk. The scheduling coordinator courteously greets patients and visitors while maintaining adequate workflow at the front desk. This position performs general clerical and communication functions in the clinic, including but not limited to prepping patient charts, answering phones, submitting authorization requests, scheduling follow-up visits, and diagnostic testing. The scheduling coordinator performs new patient registration, insurance verification, check-in, and check-out functions at the front desk. The scheduling coordinator ensures that orders for diagnostic testing have been entered into the system and reviews insurance for appropriate scheduling. The scheduling coordinator works with every provider in the clinic. The scheduling coordinator will perform MA duties when indicated (call-outs, LOAs, high clinic volume, etc.). Will escort patients to exam rooms, obtain and appropriately record patient vital signs/medication list, monitor patient flow, assist physicians with minor clinical procedures, prepare patient charts with pertinent medical information. Schedules and coordinates diagnostic tests ordered by the physician as needed and returns patient phone calls. Ensures patient's right to privacy, safety, and confidentiality is maintained. The scheduling coordinator maintains a safe environment by following standards, policies, and safety regulations. They ensure compliance with infection control policies. Must work with any and every physician in the Spine Clinic.

Essential Duties:

• Under the direction of the Director Clinical Information Systems the scheduling coordinator actively coordinates an organized and efficient case flow of clinic, future day-to-day activities monitoring/resolving potential clinic scheduling conflicts. The scheduling coordinator acts as a liaison with other departments and physician office staff and arranges for all necessary support services and equipment needed for a case.
• SCHEDULING COORDINATOR 1. Checks-in, checks-out and schedules for multiple providers daily within two separate scheduling locations, licensed and non-licensed. Able to determine what services are licensed versus non-licensed and schedule accordingly. 2. Performs hospital charge capture for facility billing, audits for incomplete and/or missing facility charges. 3. Reviews all new patient referrals/authorizations to ensure adequate coding, based on patient diagnosis. Communicates with patients, referring physicians and medical groups to obtain appropriate codes when needed. 4. Prepares daily and monthly appointment reports for the physicians and management. 5. Ensures that all appointments are registered appropriately in the scheduling system, including patient registration, patient and insurance information and any other information needed. 6. Greets patients in courteous manner and provides all the appropriate forms and documents to the patients for completion. Ensure that all copies are available for files and records. 7. Collect co-payments/co-insurance amounts due at the time of service. Collects appropriately for either USC Care or Keck Hospital of USC based on services provided in licensed and non-licensed space. 8. Verifies insurance, registers new patients, and determines which subspecialist within the Clinic is appropriate. 9. Performs facility electronic charge capture.
• MEDICAL ASSISTANT 1. Prepares patients for examinations. Obtains and records vital signs. 2. Assists the physician with exams and procedures. 3. Ensures that physician orders for medications and treatments are implemented by the appropriate staff. 4. Records patient information in chart//EHR. 5. Determines patient care needs and directs patients accordingly.
• Performs other duties as assigned.

Required Qualifications:

• Req High school or equivalent
• Req Specialized/technical training Medical Assistant Certificate/Diploma required.

• Req 1 year; Combined education/experience as substitute for minimum experience Medical office management, medical secretarial or medical assisting experience.
• Req Experience in customer service and/or medical office.

• Req Must have excellent communication skills, including the ability to speak, read and write English proficiently.

Preferred Qualifications:

Required Licenses/Certifications:

• Req Fire Life Safety Training (LA City) If no card upon hire, one must be obtained within 30 days of hire and maintained by renewal before expiration date. (Required within LA City only)
• Req Basic Life Support (BLS) Healthcare Provider from American Heart Association

The hourly rate range for this position is $22.00 - $37.40. When extending an offer of employment, the University of Southern California considers factors such as (but not limited to) the scope and responsibilities of the position, the candidate’s work experience, education/training, key skills, internal peer equity, federal, state, and local laws, contractual stipulations, grant funding, as well as external market and organizational considerations.