Do you have a passion for making a difference? We are seeking an exceptional Medical Scheduler to join our 501(c)(3) nonprofit organization dedicated to transforming lives and creating positive change in our community.

Ouachita Behavioral Health and Wellness (OBHAW) is the oldest nonprofit mental health organization in the area, and we are dedicated to transforming lives and creating positive change in our community. Our team members work together to create a collaborative, empowering environment where individuals are able to heal. We are a values-driven organization and believe that these values should guide us: Openness - Balance - Honesty & Integrity - Accountability - Work Together.

What We Offer:

• Competitive salary and benefits package.
• Paid holidays and a generous PTO (Paid Time Off) plan.
• 401k retirement plan with 4% employer match.
• Opportunities for professional development and career advancement within a mission-driven organization.
• A collaborative and inclusive work culture that values innovation, creativity, and a shared commitment to making a difference.

Join us today in our mission to create lasting change!

OBHAW is an equal opportunity employer committed to diversity in the workplace. If you require accommodation, please contact Human Resources at 501.620.5126.

Job Title:    Medical Scheduler      

Reports to:    Front Office Manager      

Hours of Work:  40 hours per week  

FLSA Classification:    Nonexempt

Job Summary

Provide excellent customer service to clients, visitors, and employees at reception desk. Schedule appointments, data entry, error-handling, switchboard operation, obtain referrals, verify insurance, collect and process payments, and perform various administrative support functions for one or more OBHAW offices and/or programs.

Essential Functions

• Maximize use of third-party reimbursement sources for OBHAW clients.
• Process payments/DASEP.
• Schedule medical appointments per OBHAW guidelines.
• Perform all of the above essential functions as evidenced by:
• Scheduling of all medical appointment types including, but not limited to PDA's (full evals), medication checks, pain evaluations, and MMO for all providers at all locations.
• Setting up and maintaining physician scheduling templates as instructed by physician and/or supervisor.
• Following scheduling procedures for physician appointments and keeping providers schedules full (backfilling when indicated) and scheduling work-in appointments per provider guidelines.
• Ensuring appointments are made for active clients only.
• Keeping updated spreadsheet for full evaluations and ensuring appointments are made for provider in a timely manner.
• Ensuring the provider has all records and information needed for new client appointments.
• Making reminder calls for appointments as needed for appointments.
• Making first call to clients that miss appointments and forwarding to Engagement Specialist follow up.
• Obtaining all pertinent demographic and insurance information on incoming clients by interviewing clients (or their representative) in a courteous and efficient manner. This includes verifying insurance coverage and/or Medicaid eligibility and PCP referral. All pre-visit verifications should be no less than 98% verified pre-service.
• Keying intake information completely and accurately 100% of the time.
• Scheduling clients with a credentialed provider within the following timeframes and working directly with provider to ensure need is met:
• Routine appointments within five (5) business days of appointment request.
• Urgent appointments within 24 hours of appointment request.
• Emergency appointment within two (2) hours of notification.
• Updating each client's financial and demographic information with each visit within 30 day intervals.
• Following all procedures as outlined in the PCP process.
• Reporting the financial status and reimbursement sources for each client to Accounts Receivable Manager.
• Collecting copayments, coinsurance, deductibles, and any fees for service 95% of the time.
• Answering incoming calls on multi-line phone system in a friendly, professional manner by identifying company and self.
• Processing daily mail/packages in a timely manner.
• Adhering to organizational policies and procedures as evidenced by:
• Returning calls of an emergent nature within two (2) hours of receipt. Returning all other calls as soon as possible, but no later than the end of the workday.
• Conducting comprehensive assessments on clients referred for financial case management and discerning and assigning appropriate reimbursement sources.
• Serving as a resource to other staff members regarding reimbursement sources.
• Ensuring client chart is documented with financial discussion under FCMCM charge when applicable.
• Greeting and screening clients and visitors and checking them in.
• Monitoring and keeping lobby area picked up and in orderly fashion. Turning MedPlay on television.
• Staying informed of current policies and procedures, committee actions, and other information required for the functional operation of the company, researching available resources and/or asking questions of supervisor or designee as needed.
• Following company security and confidentiality policies at all times, accessing client and staff information only as needed for job duties and as approved by supervisor.
• Complying with organizational computer, social media, and internet usage policies, reporting problems, and suggesting improvements to procedures, software, and equipment.
• Adhering to work schedule and submitting requests for leave according to procedure. Unscheduled PTO/Absences (leave that is not scheduled and approved in advance) should not exceed three (3) in a 12-month period.
• Completing required annual online training (i.e., Relias) and other training required by organization or for licensure.
• Work as a member of the team as evidenced by:
• Providing exemplary customer service to clients and coworkers, receiving no more than two (2) formal complaints per year.
• Following appropriate lines of communication to report and resolve problem situations according to established guidelines, chain of command, and approved committee actions.
• Accepting constructive criticism related to performance and demonstrating acceptance by taking personal responsibility for appropriate change.
• Using appropriate emailing etiquette such as replying to emails in a timely manner, using discretion when forwarding another person's email, and using personal email accounts for nonwork-related email.
• Participating in staffing and supervision.
• Participating in at least two (2) organization or partner organization community events per year.
• Performing other work-related tasks as requested by an authorized supervisor.

Required Skills / Abilities

• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite and general office equipment. Ability to quickly learn job-related software.
• Ability to prioritize and manage multiple projects simultaneously.
• Ability to travel to the office daily, or as required by the supervisor.
• Knowledge and application of Client Rights and Responsibilities of all persons seeking services from organization.
• CPR, First Aid, and Handle with Care are not required for this position.
• Verbal De-escalation training is required for this position.

Education and Experience

• High School diploma or GED required. Some college experience preferred.
• One (1) year of related work experience preferred.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must have the ability to use a computer as required. Must be able to communicate with others in an understandable manner.  Must be able to operate standard office equipment. Work is primarily sedentary but must be able to move through the building to access office equipment. May need to occasionally move light equipment. Regular attendance at work is a requirement of this position. Able to travel within the five-county catchment area and to conferences/training as required.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

• Health insurance
• Dental Insurance
• Vision insurance
• Paid time off
• Paid holidays
• 401k retirement plan with employer match
• Professional development opportunities