VIR Practice Scheduling Coordinator

at Spectrum Healthcare Partners in Portland, Maine, United States

Job Description


Spectrum Healthcare Partners is Maine’s largest multi-specialty, physician-owned and directed professional organization and is comprised of over 200 physicians practicing in the areas of anesthesiology, orthopaedics, pain management, pathology, radiation oncology, radiology, and vascular & interventional services. Spectrum provides services at many of Maine’s hospitals throughout the state and in eastern New Hampshire. POSITION SUMMARY Performs appointment and procedure scheduling and provides administrative support for Spectrum Healthcare Partners Vascular and Interventional physicians. Schedules inpatient and outpatient consultations, diagnostic imaging studies, and all interventional procedures. Serves as a point of contact for all scheduling duties, referral and insurance authorizations, and medical records requests. Provides effective communications with and fosters collegial relationships between the practice and multiple hospital sites and staff. HOURS: M-F, 8:00 AM – 4:30 PM. Hybrid / Remote options available after training is complete. ESSENTIAL FUNCTIONS

+ Schedules patients for Interventional Radiology procedures at all clinical sites of service.

+ Coordinates with hospital partners to ensure IR rooms will be assigned and reserved as appropriate for each procedure.

+ Arranges for patient transfers as requested.

+ Answers telephone and manages calls or triages calls in accordance with office protocol.

+ Enters and verifies patient demographic and related financial and insurance registration information.

+ Schedules office/outpatient consultations and patient visits.

+ Confirms patient appointments.

+ Prepares and maintains patient medical records.

+ Identifies insurance coverage and payer requirements for hospital and office services, processes insurance verification, prior authorizations, and other insurance benefit information for patients.

+ Ensures all referrals and consultation requests are processed in a timely and responsive manner.

+ Coordinates with Radiology South Scheduler to ensure appropriate IR physician coverage for hospital and office appointments and procedures.

+ Responds to voicemails in a timely manner, prioritizes messages and confers with appropriate resources, as prescribed by office policy.

+ Performs all functions in adherence to the company’s HIPPA, Compliance and Confidentiality policies.


+ Assists with Interventional Radiology practice’s office billing and payer authorizations, in addition to providing general office support, retrieval of faxes, scanning and attaching medical records, medical record chart prep, and assisting physicians and patient, as necessary.

+ Frequent interaction with various medical professionals and administrative staff both within and outside of the organization.

+ Attends meetings as assigned and participates in education activities to keep skills up to date

+ Supports Company-wide strategic initiatives

+ Ensures development of strong positive relationships and collegiality among the organization’s resources and staff

+ Demonstrates professionalism at all times

+ Displays cooperative behavior and interacts positively and effectively with others to promote a team environment

+ Performs other duties as assigned and necessary to maintain the overall efficiency and continuity of the department

+ Is proactive in identifying, reporting and participating in the resolution of any potential or actual patient safety issues


+ Associates Degree in related field or equivalent in years of relevant work experience

+ Three (3) years of experience with Electronic Medical Record, practice scheduling and practice management skills preferred.

+ Knowledge and understanding of medical terminology

+ High-level of accuracy and efficiency needed in the scheduling of patients and multiple and complex procedures

+ Excellent interpersonal communication and patient service-oriented skills in person and via phone

+ Strong attention to detail

+ Working knowledge of Medical Practice Management systems

+ Proficient computer skills with working knowledge of: Microsoft Outlook, Excel, and Word

+ Ability to work independently, coordinate multiple schedules and staffing paradigms

+ Ability to interface with all levels of employees, including physicians and practice leadership

+ Ability to adapt to change, manage and prioritize multiple tasks

+ Excellent organizational and time management skills

+ Ability to always maintain professional demeanor


+ Daily use of computer operating instruments; stationary PC, Laptop PC, keyboard, and mouse.

+ Light lifting of paperwork, folders or other general record keeping materials.

+ Occasional light travel at various company provider sites for administrative support.

+ Operation of various office equipment; fax machine, telephone and voice mail system, e-mail, cell phone, pager, and copier.

+ May be required to sit or stand for extended periods of time; also stooping, bending, and stretching for files and supplies.


+ Health Insurance (80% company paid)

+ Health Savings Account (Company Match: $3,000 family plan / $1625 individual plan)

+ Dental & Vision Insurance Plans

+ 401(k) Match and Profit-Sharing Plan

+ Life and Accidental Death and Dismemberment Insurance (company paid)

+ Long-term Disability Insurance (company paid)

+ Short-term Disability Insurance (company paid)

+ Generous paid time off

+ Voluntary, Employee-Paid Benefits

+ Medical Reimbursement Plan

+ Dependent Care Plan

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Job Posting: JC259880909

Posted On: May 16, 2024

Updated On: Jun 01, 2024

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