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Providence Coordinator - Scheduler in San Pedro, California


Providence is calling a Coordinator - Scheduler (Full-Time/DayShift) to Providence Little Company Of Mary San Pedro Hospital in San Pedro, CA.

We are seeking a Coordinator - Scheduler who will be responsible for coordinating all scheduling needs of patients from treatment start to completion; including but not limited to any and all necessary ancillary services as well as HDR (High Dose Radiation), Brainlab (Radiosurgery), OTV (On treatment Visits), six month, and one year follow up visits. This position is also responsible for answering telephone calls and ensuring that excellent customer service is provided to patients, physicians, and staff. Other duties include providing back-up for the Patient Services Coordinator and the Receptionist, as well as other tasks as requested by the supervisor.

In this position you will:

  • Implement and maintain established department, unit, and medical center policies, procedures, and objectives as well as improving organization performance program, patient/customer safety, environmental, and infection control policies.

  • Answer, process, and/or transfer incoming telephone calls in a timely and professional manner.

  • Maintain knowledge of scheduling structure as related to departmental procedures and requirements for scheduling ancillaries.

  • Schedule patients for Follow-Up visits, RT (Radiation Therapy) visits, and OTV, adds physicians to appropriate OTV days, and dietitian to specified patients.

  • Coordinate additional appointments with other departments or areas within the medical center as well as outside services in accordance with physicians, nurses, and therapists’ requirements as well as departmental and /or medical center policies and procedures.

  • Communicate with ancillary services when scheduling STATS, same day add on appointments or other appointments when indicated.

  • Review orders as patients are checking-out and schedule tests as necessary.

  • Schedule follow up visits within six months of treatment. Create QCL (Quality Check List) as a reminder to schedule appointments greater than six months.

  • Provide general direction to patients regarding their appointments and reminds patients to bring their insurance card(s), authorization information, requisitions, and co-payment to their appointment. Verify appropriate pre-work/labs have been done prior to certain services being rendered.

  • Provide backup support to patient services coordinator and receptionist.

  • Provide training for new employees, and performs other duties as assigned.

  • Record patient chart movement using QCL.

  • Display positive and professional demeanor when communicating with patients, co workers, and all staff throughout the medical center.

  • Print and distribute daily schedules to Patient Services Coordinator, Receptionist, Nurses, and Therapists.

  • Take appropriate action to meet or exceed performance standards, including but not limited to patient data completeness and accuracy.

  • Protect patient confidentiality and demonstrates commitment to serving the customer.

  • Create a welcoming environment for the patients, their family, and other interdisciplinary team members.

  • Maintain and print departmental scheduling reports on a daily basis (provide them to clinical staff as required).

  • Evaluate clinic schedules for excessive booking or other scheduling needs two days in advance and makes appropriate changes as agreed upon with physicians, and management.


Required qualifications for this position include:

  • Training in Medical/insurance billing procedures, including, but not limited to:

  • Medicare, Medi-Cal, and other third party payers

  • MOAB I required within 30 to 150 days of hire

  • Knowledge of medical/insurance billing procedures, including, but not limited to, Medicare, Medi-Cal, and other third party payers are essential.

  • Knowledge of IMPAC and TDS systems or proven ability to learn new computer applications.

  • Superior computer applications skills such as Microsoft Word, Excel, Outlook, and PowerPoint, as well as Internet navigation skills.

  • Ability to accept and carry out oral instructions accurately and work independently as well as part of a team within a demanding environment.

  • Ability to prioritize work, handle multiple tasks to completion and skill in employing independent decision making techniques while performing various job duties.

  • Skill in reading and understanding documents such as training manuals written in standard English and in speaking clearly and distinctly using appropriate vocabulary and grammar as well as the ability to proof read and monitor own work for accuracy.

  • Ability to adapt and implement frequently changing procedures.

  • Knowledge of medical and radiation oncology terminology and the ability to distinguish different exams and medical diagnoses.

  • Skill and comfort in dealing with chronically ill patients on a regular basis.

  • Knowledge of standard insurance plans (e.g., HMO, PPO, Medicare, MediCal, etc.).

  • Knowledge and familiarity with the department and medical center computer systems, including pre-registration, insurance verification, and registration procedures in the appropriate computer system or proven ability to learn new systems.

  • Demonstrated consistent professional appearance and demeanor.

  • Ability to be flexible with working hours, given adequate notice.

  • Knowledge of IMPAC and TDS systems or proven ability to learn new computer applications.

  • Superior computer applications skills such as Microsoft Word, Excel, Outlook, and

  • PowerPoint, as well as Internet navigation skills.

Preferred qualifications for this position include:

  • Basic college courses.

  • Bilingual (Spanish) preferred.

About the hospital you will serve:

Providence Little Company of Mary Medical Center San Pedro is a 356-bed nonprofit hospital serving the Harbor and greater South Bay communities since 1925. We are proud of providing the South Bay with high-quality medical care and compassionate service by offering a comprehensive array of medical services distinguished by innovation, quality, and excellence.

Our accomplishments include the California Hospital Assessment and Reporting Taskforce (CHART) “Certificate of Excellence” for receiving superior or above average results across the majority of outcomes and process measures publicly reported by CHART, as well as, ranking in the top 10% of over 240 hospitals compared by California Healthcare Foundation. In addition, we were the first location in the South Bay to carry the Gold Seal of Approval® from The Joint Commission for Primary Stroke Centers.

As a member of Providence Health & Services, we are continually driven by the caring tradition of our heritage – the foundation of our Mission and core values – to embrace respect, compassion, justice, excellence, and stewardship. Today, Providence Health & Services celebrates unprecedented growth, recognition for top quality health care, a vibrant employee culture where new ideas are encouraged, and a drive to help the underprivileged - all with an eye toward the future.

For information on our comprehensive range of benefits, visit:

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Patient Services

Location: California-San Pedro

Req ID: 270903