Access Specialist I, Scheduler-DHAS Call Center

North Carolina, United States
12 Oct 2018
End of advertisement period
12 Dec 2018
Contract Type
Full Time


Job Description

Location: Research Triangle Park RTP

Position Type: Call Center

Roles and Responsibilities:

Scheduling an appointment:

  • Identify the caller and relationship to the patient, using compliance-based scheduling guidelines.
  • Identify the patient using 2 identifiers in accordance with compliance guidelines.
  • Register the patient by entering, verifying and/or updating demographic and guarantor information including emergency contacts.
  • Gather special needs information and coordinate the provision of necessary support services, i.e., disabilities, language services, other special needs.
  • Translate a patient’s request using clinical terminology and specialty-specific guidelines that are recognized by our information systems and approved by our clinical leadership.
  • Use scheduling questionnaires, scheduling guidelines and other scheduling-related resources to conduct an advanced appointment search.
  • Determine the appropriate provider, appointment template, and slot while respecting provider, referring provider, and patient preferences.
  • Coordinate and, where appropriate, schedule necessary tests and studies associated with a clinic visit.
  • Understand and respond appropriately to scheduling –related warning messages to ensure  provider template guidelines are adhered to and the patient is scheduled with the right provider in the right time slot.
  • Complete the appointment by resolving all registration and scheduling warning messages,  confirming referring provider, the location of the visit, directions and additional scheduling instructions as specified by specialty

Revenue Cycle:

  • Collect or verify insurance information.
  • Initiate an eligibility check for new insurance entries.
  • Communicate sensitive, health care related financial obligations of the patients when a non-contacted insurance, self-pay or Out-of-County Medicaid, Veterans Administration, or Worker’s Compensation coverage is realized
  • Follow workflows to include creating a referral for a financial review, and trace the progress of the referral until the patient requires an appointment to be scheduled.
  • Identify who is responsible for the payment for the bill and enter the information in the guarantor section.
  • Notify patient of financial responsibility for the visit to include the payment that will be required at the time of the visit.

 Working from a worklist:

  • Analyze work lists and prioritize by Emergent, Urgent, and Routine request.
  • Work lists include:
  • Faxed referral request from strategic partners, medical practices and programs.
  • Referral request submitted by internal Duke Providers for new patient appointments.
  • Patients needing an appointment rescheduled due to a change in the provider’s schedule.
  • Patients needing a future appointment when provider schedules are not yet published.
  • Patients needing a sooner appointment.
  • Use all available resources to contact the patient, including phone numbers, MyChart account, and email while following compliance guidelines.
  • Provide detailed information about the reason for the call.  Be prepared for questions, remain attentive, and resolve complex tasks.
  • If the patient is ready to schedule, make the appointment and/or coordinate any related tests or labs, following approved scheduling algorithms.

Quality and Performance Measures:

  • Achieve call quality standards job results, recognizing calls are recorded and scored.
  • Meet quality and performance expectations.
  • Adhere to published daily work schedules and percentage of availability scores.
  • Achieve service measures such as lower percentage of abandoned calls, call duration and calls lost.
  • Support other services and functions within the Duke Health Access Services.

Requisition Number 100000345
Location Durham
Job Family Level B2
Exempt/Non-Exempt Non-exempt
Full Time / Part Time Full Time
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications


  • A minimum of 2 years of customer service experience or 1 year of relevant healthcare and/or call center experience. 


  • A high school diploma or equivalent is required.  College or completion of post-secondary education is preferred.

 Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

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