[Hiring] Centralized Service Representative @St. Charles Health System

Role Description

The Centralized Service Representative (CSR) provides telephone and digital support for patients, their representatives, and provider offices. This requires broad and comprehensive knowledge of diverse and wide-ranging scheduling protocols and procedures, including complex scheduling scenarios and patient care pathways. CSRs schedule appointments and procedures using electronic scheduling systems in adherence with varying and unique practice protocols for numerous specialty clinics. Centralized Service Representatives’ home department may be a specific location that is supported by Patient Access Services, the St Charles One Call Centralized Call Center, may float between multiple locations, or may work remotely from home under current St Charles Health System work from home requirements. This position does not directly manage any other caregivers.

Essential Functions and Duties

• Responsible for accurately creating or locating patient accounts in the electronic health record system.
• Collects and records patient demographics, insurance and billing information.
• Performs real-time eligibility for insurance benefits.
• Updates database and patient profiles to reflect the most current contact information.
• Responsible for processing and routing large volumes of diversified patient telephone calls accurately in accordance with department and St Charles Health System established protocols.
• Accurately schedules patient appointments and procedures across multiple service lines and specialties, following established protocols that promote positive patient experience, efficiency and standardization.
• Reviews and processes referral information to ensure accuracy in scheduling; reports potential issues, clarifies and/or collects any missing information and coordinates the schedules of providers, nurses, examination rooms and equipment.
• Communicates patient and provider requests and responds accurately using the appropriate procedures for contacting clinics and/or clinic staff.
• Utilizes advanced active listening skills to handle special and priority calls such as urgent and emergent conditions in accordance with St Charles Health System established protocols.
• Responds to all customer and emergency calls in a confident, rapid, accurate, pleasant, and professional manner with the ability to remain calm in emergency situations.
• Attention to detail in recording patient messages and reasons for call or appointment and accurately transcribing that information into the electronic health record following department protocols and standards.
• Addresses, deescalates or appropriately routes patient complaints or concerns.
• Accesses and maintains all department specific files, programs and recall systems.
• Actively participates in achieving organizational and department goals.
• Delivers customer service and/or patient care in a manner that promotes goodwill, is timely, efficient, and accurate.
• Ability to work as part of a Care Team with providers and clinical staff.
• Supports the vision, mission, and values of the organization in all respects.
• Supports lean principles of continuous improvement with energy and enthusiasm, functioning as a champion of change.
• Provides and maintains a safe environment for caregivers, patients, and guests.
• Conducts all activities with the highest standards of professionalism and confidentiality.
• Complies with all applicable laws, regulations, policies, and procedures, supporting the organization’s corporate integrity efforts by acting in an ethical and appropriate manner, reporting known or suspected violation of applicable rules, and cooperating fully with all organizational investigations and proceedings.
• May perform additional duties of similar complexity within the organization, as required or assigned.

Qualifications

• High school diploma or GED (Required).
• Minimum one (1) year of paid customer service work experience (Required).
• One (1) year of clerical support in a healthcare setting or one (1) year call center experience (Preferred).

Requirements

• Must be able to wear appropriate Personal Protective Equipment (PPE) required to perform the job safely.
• Must have excellent communication and organizational skills with ability to interact with a diverse population and professionally represent St. Charles Health System with internal and external customers.
• Must adapt quickly to frequent process changes and improvements.
• Is reliable, engaged, and provides feedback to inform process improvement.
• Attends all department, team, and company meetings as required.
• Requires exceptional critical thinking and analytical skills with the ability to work under minimal supervision.
• Requires strong communication, customer service, interpersonal skills and telephone etiquette.
• Ability to prioritize workflow according to pre-set instructions.
• Strong teamwork and collaborative skills.
• Excellent organizational skills, written and oral communication and customer service skills, particularly in dealing with stressful personal interactions.
• Ability to multi-task and work independently.
• Attention to detail.
• Performs basic math (add, subtract, multiply and divide) calculations.
• Performs intermediate to advanced math (analysis, statistics, significant data, or number manipulation).
• Intermediate ability and experience in computer applications, specifically electronic medical records system, MS Office, MS Teams, and Excel.

Physical Requirements

• Continually (75% or more): Use of clear and audible speaking voice and the ability to hear normal speech level.
• Frequently (50%): Sitting, standing, walking, lifting 1-10 pounds, keyboard operation.
• Occasionally (25%): Bending, climbing stairs, reaching overhead, carrying/pushing or pulling 1-10 pounds, grasping/squeezing.
• Rarely (10%): Stooping/kneeling/crouching, lifting, carrying, pushing or pulling 11-15 pounds, operation of a motor vehicle.
• Never (0%): Climbing ladder/step-stool, lifting/carrying/pushing or pulling 25-50 pounds, ability to hear whispered speech level.

Schedule Information

• Schedule Weekly Hours: 40
• Caregiver Type: Regular
• Shift: First Shift (United States of America)
• Is Exempt Position? No
• Job Family: REPRESENTATIVE
• Scheduled Days of the Week: Monday-Friday
• Shift Start & End Time: 8am-5pm