Supervisor, Medical Practice Scheduler
Supervisor, Medical Practice Scheduler
Posted on :
22-08-2025
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1 Vacancy
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Job Description
Job Details
HeartPlace - Home Office - Dallas TX
Hybrid
Full Time
Associates Degree
Up to 50%
Day
Other Positions
Description
US Heart and vascular is in need of a Medical Practice Scheduler Supervisorto join our HeartPlace team in the Dallas/Ft. Worth area.
Responsibilities:
- Lead and oversee the scheduling of advanced imaging studies (PET/CT CT and SPECT) across multiple locations ensuring efficient coordination of resources.
- Assist with direct scheduling of imaging studies when necessary balancing appointment availability between different sites.
- Coordinate with radiologists and technologists to ensure proper exam scheduling based on protocol requirements and scanner availability.
- Monitor and optimize scheduling templates to minimize gaps and maximize scanner utilization.
- Address and resolve complex scheduling conflicts ensuring timely and appropriate patient care.
- Manage incoming referrals from outside sources such as Green Imaging and other external providers ensuring accurate processing and timely scheduling
- Manage and oversee the prior authorization process for advanced imaging studies ensuring compliance with payer requirements.
- Work closely with insurance providers to verify coverage obtain necessary approvals and handle denials or appeals as needed.
- Train and support team members in navigating prior authorization processes and payer policies.
- Maintain accurate documentation of authorization statuses and communicate any delays to referring offices and patients.
- Obtain and provide Good Faith Estimates of imaging service costs to patients in accordance with federal and institutional guidelines.
- Clearly explain insurance benefits out-of-pocket costs co-pays deductibles and any financial responsibilities patients may have.
- Assist patients in understanding their financial options including payment plans financial assistance programs and potential insurance reimbursement.
- Support the scheduling team in navigating and facilitating cost-related conversations with patients in a compassionate and clear manner.
- Serve as the primary point of contact for the advanced imaging scheduling team providing guidance and mentorship.
- Train new and existing staff on scheduling protocols prior authorization processes and patient financial communication.
- Implement and uphold standard operating procedures (SOPs) to ensure consistency and compliance.
- Monitor team performance and provide feedback to improve efficiency and service quality.
- Act as a liaison between referring providers both internal and external (such as Green Imaging) patients and imaging departments to coordinate efficient and clear communication.
- Provide patients with detailed preparation instructions for imaging procedures.
- Address patient inquiries and concerns regarding scheduling insurance authorizations and procedure expectations.
- Ensure adherence to HIPAA regulations No Surprises Act and institutional policies related to patient scheduling cost transparency and insurance verification.
- Assist in audits and reporting related to scheduling efficiency authorization turnaround times and denied claims.
- Stay up to date with industry trends payer requirements and imaging protocol changes.
Requirements:
- Education: High school diploma or equivalent required; associate or bachelors degree in healthcare administration or related field preferred.
- Experience: Minimum of 35 years of experience in imaging scheduling radiology coordination or medical office administration with at least 12 years in a leadership role.
- Strong knowledge of PET/CT CT and SPECT imaging procedures and scheduling protocols.
- Expertise in prior authorization processes insurance verification and financial counseling.
- Ability to clearly explain insurance benefits and patient financial responsibilities.
- Experience managing referrals from outside providers and coordinating multi-location scheduling.
- Excellent leadership problem-solving and organizational skills.
- Strong communication skills with patients providers and insurance representatives.
- Strong knowledge of PET/CT CT and Spect imaging procedures and scheduling protocols.
- Proficiency in scheduling software EHR systems and insurance portal
- Ability to multitask in a fast-paced environment with a high level of attention to detail.
- Familiarity with insurance payer policies including Medicare and Medicaid.
- Expertise in prior authorization processes insurance verification and financial counseling.
- Ability to clearly explain insurance benefits and patient financial responsibilities.
- Experience managing referrals from outside providers and coordinating multi-location scheduling.
- Excellent leadership problem-solving and organizational skills.
- Strong communication skills with patients providers and insurance representatives.
- Proficiency in scheduling software EHR systems and insurance portals.
- Ability to multitask in a fast-paced environment with a high level of attention to detail.
- Previous experience working in a hospital or outpatient imaging center.
About Dallas/Fort Worth TX:
Dallas/Fort Worth known as the Metroplex offers a vibrant urban life and peaceful suburban living making it an enticing place to reside. Spanning across ten major cities and thirteen counties it stands as the largest metroplex in the south. With its extensive range of recreational parks renowned dining scene five professional sports teams to root for and two bustling airports facilitating over 2000 daily flights Dallas/Fort Worth provides residents with a multitude of reasons to consider it an excellent place to call home.
Required Experience:
Manager
Employment Type
Full-Time
Key Skills
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