Mental Health Scheduling and Registration Team Member - 0.6FTE

OMC Core Behavior Standards: 

Create Teamwork● Lead with Honesty & Integrity● Convey Compassion● Show Respect● Pursue Quality

Osceola Medical Center is committed to implementing these behavior standards as a foundation for how we hire, develop, and retain our team members. By intentionally selecting candidates whose values and behaviors align with these standards, we ensure that our mission is lived out every day, creating an environment where patients feel valued, respected, and confident that OMC is the place for all their healthcare needs.

Tentative Schedule:

Monday 7a-5p, Wednesday 11a-7p, other day per week flexes based on department need

Job Summary:

The Mental Health Scheduling and Registration Team Member is responsible for coordinating and scheduling patient appointments via referrals and phone requests and is responsible for greeting patients in person and via phone, collecting and verifying demographic and insurance information, collecting patient payments, and ensuring accurate entry of data into the hospital’s electronic health record (EHR) system. The role supports efficient patient flow, accurate billing, and a positive patient experience and ensures accurate documentation, efficient workflow, and exceptional patient service while collaborating with clinical teams, providers, and administrative staff.

Responsibilities include:

Patient Scheduling

• Schedule appointments, diagnostic tests, procedures, and surgeries according to provider availability and departmental guidelines.
• Confirm appointments with patients and provide preparation instructions.
• Reschedule or cancel appointments as needed and notify all relevant parties.

Communication & Customer Service

• Serve as a primary point of contact for patients regarding scheduling needs.
• Provide accurate information on appointment preparation, hospital processes, and general inquiries.
• Maintain a professional, courteous, and empathetic manner at all times.

Coordination With Clinical Staff

• Communicate scheduling changes, special requirements, or urgent cases to clinicians, nurses, and support staff.
• Work closely with departments such as laboratory and outpatient clinics.

Insurance & Authorization Support

• Verify insurance coverage and obtain pre-authorizations when required.
• Coordinate with insurance companies to confirm procedure eligibility and coverage.
• Notify patients of financial requirements or preparations tied to insurance policies.

Documentation & Data Entry

• Accurately enter scheduling information into the hospital’s electronic health record (EHR) or scheduling system.
• Update patient information, schedule changes, and required documents in real time.
• Maintain confidentiality of patient information in accordance with HIPAA regulations.

Workflow & Efficiency

• Monitor provider schedules to maximize productivity and minimize gaps.
• Identify scheduling conflicts and resolve issues promptly.
• Support departmental performance goals related to patient flow and appointment turnaround.

Registration & Data Entry

• Collect and verify patient demographic, insurance, and contact information.
• Enter patient information accurately into the EHR.
• Ensure proper selection of patient encounter type (outpatient, therapy series emergency, etc.).
• Obtain and scan required documentation (ID, insurance cards, referral forms, ABNs).

Knowledge, Skills, and Abilities:

• Consistent use of AIDET
• Strong communication skills
• Be empathetic and respectful to all individuals
• Familiarity with Epic
• Basic knowledge of medical terminology
• Strong computer and data entry skills

Physical Requirements for the Role: 

• Prolonged sitting at a desk while working on a computer (often 6–8 hours per shift)
• Frequent use of hands and fingers for typing, data entry, and phone use
• Repetitive motions such as keyboarding and mouse use
• Ability to see clearly (close vision) for reading screens, documents, and patient information
• Hearing ability to communicate effectively with patients and staff in person and over the phone
• Speaking ability to clearly convey information and instructions
• Occasional standing or walking within the office or hospital department
• Light lifting (typically up to 10–15 pounds), such as files, paperwork, or office supplies
• Ability to maintain focus for extended periods in a fast-paced environment

Qualifications:

• High school diploma or equivalent
• Previous scheduling and registration experienc
• Basic Life Support (BLS) certification required.
• Previous experience in mental health, addiction medicine, or primary care preferred.
• Strong interpersonal, communication, and de-escalation skills.
• Ability to work with sensitive patient situations with compassion, professionalism, and confidentiality.

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Hospitals, clinics, or outpatient care centers
• Office or front-desk setting
• May require evening, weekend, or holiday shifts depending on facility needs

Why Join OMC?

At OMC, we don’t just hire for skills—we hire for behaviors that align with our mission. We invest in team members who are committed to making a meaningful difference in the lives of our patients and in the communities we serve.

Osceola Medical Center is an equal opportunity employer and is committed to creating an inclusive environment for all employees.