Appointment Representative - Cardiology Scheduling

Responsible for scheduling appointments and diagnostic procedures, as well as pre-registering new and outreach patients within the Billings Clinic system. Appointment Representatives may work in a centralized scheduling center or be embedded within specific departments or clinics. This role requires strong customer service skills, attention to detail, and the ability to follow scheduling protocols across various specialties and services.

Essential Job Functions

• Promptly and courteously answer telephone calls to schedule appointments and procedures.
• Access online provider scheduling protocols to ensure accuracy.
• Communicate financial expectations to patients, including the need for insurance cards, co-pays, and payment toward self-pay balances.
• Accurately collect demographic and financial information during the scheduling process.
• Schedule and enter orders for ancillary services using the order communication system.
• Instruct patients on the preparation and restrictions for procedures.
• Utilize all available resources (senior staff, nursing, Red Flag Chief Complaint list) to assist callers.
• Pre-register new patients; fully register outreach patients.
• Reschedule patients impacted by provider changes while maintaining patient satisfaction.
• Participate in daily department "huddles."
• Perform clerical duties including mailing, faxing, filing, and completing ancillary orders.
• Meet all mandatory organizational and departmental training and development requirements.
• Supports and models behaviors consistent with Billings Clinic's mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Performs all other duties as assigned or as needed to meet the needs of the department/organization.