Job Description

Schedule Coordinator

Name: ______

Date: ______
Reports to: ______

General objectives: Patient management for effective and productive scheduling, and growth of business

I. PATIENT COMMUNICATION

A.First in line to answer all incoming calls, this will include one or more of the following - Daily:

  1. Transfer the call to the correct person
  2. Answer questions regarding scheduling for doctor(s)
  3. Take messages
  4. If busy with other patients checking in/out at desk, ask caller if you can call them back, ask for phone number.

B.Confirm doctor's appointments - daily in the AM

C.Telephone message system: turn on/off, record and update outgoing message, retrieve incoming messages and respond as needed

D.Greet patients as soon as they enter office - Daily

  1. Confirm current address, phone number and insurance information

“Mrs. Jones, are you still at 323 North Street, 555-5322 and do you still have Connecticut General Insurance?” Also ask for email, and have a pad of paper for patients to complete in case you might be on the phone

  1. Ask for patient's insurance card and make copy or scan into the computer

E.Notify the clinical staff of patient’s arrival

F.Correspondence

  1. If new patients are scheduled far enough in advance to receive mail, send a welcome letter, directions to the office, practice brochure and the insurance letter to the patient asking them to call their insurance company prior to coming in
  2. Correspondence as requested by doctors
  3. Correspondence as needed to patients

II. SCHEDULING

A.Schedule appointments to meet doctor's production goals: to be evaluated every 3 months for possible increase.

Every 3 months, average your daily production. In other words, if Doctor's daily average for August was $3456, September $3793, October $4523, the average is $3924. The present goal is $3061. This is a difference of $863 so the present goal would be raised to $3061+ $863 or $3924. Change the goals in the computer.

The doctor's goal is: ______

Hygiene goal for the next 12 months is $______

Total office anticipated production is $______

  1. Concentrate on current day first, next day second, and two days from current day, third, i.e. an opening in current day schedule takes priority
  2. Direct patient to do what you want - pleasantly tell them the time you want them to come in, don’t ask when they want to come in
  3. Fill cancellations and openings in schedule
  4. Schedule according to doctor and assistant time

B.Monitor/track and call patients on the Broken Appointment list to schedule: report on this activity at the monthly meetings

C. Build a short notice list in your computer, by asking patients if they want to come in sooner. Use this list to fill last minue openings in the schedule.

D.Notify clinical staff of changes in doctor's schedule as changes occur.

E.Prepare daily schedules for clinical areas - Afternoons

III. RECORD KEEPING

A. Pull charts for the next day’s doctor patients

B.Tracking New Patients:

1.Number of Emergency Patients

2.Number of Converted Emergency Patients

3.Number of New Patients per month which is the # of comprehensive exams - the # of comprehensive exams done by all providers is the # of new patients the practice saw and you will report on this at the monthly meeting

4.Number of Reactivated Recall Patientsper month past due recall patients activated

C.Calculating monthly production figures for doctors - take the total month to date adjusted charges for the doctor ÷ the # of days the doctor worked that month = the average daily average production for each doctor Your present goal is $______

D.Track number of unscheduled time units = lost production for doctors according to daily production goals

Example: daily production goal divided by number of units worked per day. Your present goal is $______÷ 48 10-minute time units in an 8 hour day = $______/10 min. unit)

Your Goal is no more than 2 - 10 minute units per day unscheduled for each doctor or $______($______x 2 = $______) in lost production.

Track this daily and weekly to report total monthly

E. Patient Files

1.Purge patient charts as you become aware they are inactive and on an annual basis

2.Keep count of the number of inactive charts purged to compare with new patients that came in, i.e. comparing the loss of business to the gain

3.Put yearly stickers on all charts ONLY the first time they come in that year for recall.

F.Calculate practice growth by comparing new patients to inactivated patients

G.Enter any treatment to be done in the treatment plan feature of the computer even if it is one filling

IV. REPORTING

A.Present at the morning meeting with doctor(s):

  1. The current day's schedule
  2. Emergency patients coming in that day
  3. Copies of next two days schedules
  4. Asking the doctor(s) where they want emergency patients scheduled

B.Present the following information at the Monthly Planning Meeting:

  1. Dollar value of unscheduled time units for doctors
  2. Daily average production for doctors vs goal
  3. Monthly completed, doctor's production compared to goal
  4. Broken Appointment Report, i.e., how many people have been added and scheduled
  5. Number of new patients seen per month

V. Miscellaneous

Other duties as directed by doctor

McKenzie Management • 877-777-6151•