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Billings Clinic Appointment Representative in Billings, Montana

You can make a difference as a part of our region's largest health care system, based locally in Billings, Montana. Join our amazing team with a focus on safe, high quality care and an excellent patient experience. Billings Clinic is here to take care of our community and region.

We look forward to meeting you.

About Us
Billings Clinic is a community-owned, not-for-profit, Physician-led health system based in Billings with more than 4,700 employees, including over 550 physicians and non-physician providers. Our integrated organization consists of a multi-specialty group practice and a 304-bed hospital. Learn more about Billings Clinic (our organization, history, mission, leadership and regional locations) and how we are recognized nationally for our exceptional quality.

Your Benefits
We provide a comprehensive and competitive benefits package to all full-time employees (minimum of 24 hours/week), including Medical, Dental, Vision, 403(b) Retirement Plan with employer matching, Defined Contribution Pension Plan, Paid Time Off, employee wellness program, and much more. Click here for more information or download the 2021 Employee Benefits Guide.

Appointment Representative

CARDIOLOGY (Billings Clinic Main Campus)

req1165

Shift: Day

Employment Status: Full-Time (.75 or greater)

Hours per Pay Period: 1.00 = 80 hours(Non-Exempt)

Starting Wage DOE: $12.18 - $14.61

M-F, 8am-5pm

Incumbents in this position are responsible for answering all incoming phone calls to the Central Appointment Desk (CAD) for scheduling appointments and diagnostic procedures, as well as pre-registration of new patients and patients seen in outreach clinics.

Essential Job Functions

• Supports and models behaviors consistent with Billings Clinic’s mission, vision, values, code of business conduct and service expectations. Meets all mandatory organizational and departmental requirements. Maintains competency in all organizational, departmental and outside agency standards as it relates to the environment, employee, patient safety or job performance.
• Promptly and courteously answers CAD telephone calls, coordinating the scheduling of patient appointments in a manner that meets the patients needs. Offers alternatives when appropriate to accommodate the patient.
• Accesses on-line physician/provider scheduling protocols for each appointment scheduled to ensure scheduling accuracy.
• Schedules and enters orders for ancillary services via the order communication system. Instructs patients on specific preparations and/or restrictions necessary to prepare for ancillary procedures.
• Accesses any res ources necessary to assist in meeting the needs of the caller (e.g. Level II scheduling staff, nursing staff, HealthLine, leadership, Red Flag Chief Complaint List, etc.).
• Verifies basic demographic information when scheduling; pre-registers all new patients and fully registers all outreach clinic patients.
• Informs patients of any financial/insurance obligations they may expect at the time of their appointment.
• Performs clerical duties to include filing, mailing patient appointment reminders, faxing outreach schedules, and completing ancillary service orders.
• Creates edits and maintains master templates for physician, hospital and clinic ancillary appointment types and scheduling protocols as requested by physicians and in accordance with access initiatives. Communicates changes in protocols to appropriate personnel.
• Reschedules patients whose appointments are affected by a change in physician schedule. Communicates BIL LINGS CLINIC apologies for any inconvenience to the patient and strives to reschedule in such a way that meets the patients need.
• Provides educational opportunities to physicians, nursing and administration allowing for the creation of a schedule template which will positively affect the physician in achieving productivity needs, patient satisfaction and reduce the need to revise schedules.
• Utilizes performance improvement principles to assess and improve quality.
• Identifies needs and sets goals for own growth and development; meets all mandatory organizational and departmental requirements.
• Maintains competency in all organizational, departmental and outside agency safety standards relevant to job performance.
• Performs other duties as assigned or needed to meet the needs of the department/organization.

Minimum Qualifications

? High school graduate or equivalent
? Prefer one year of office experience related to above tasks
? Or an equivalent combination of education and experience relating to the above tasks, knowledge, skills and abilities will be considered


Billings Clinic is Montana’s largest health system serving Montana, Wyoming and the western Dakotas. A not-for-profit organization led by a physician CEO, the health system is governed by a board of community members, nurses and physicians. Billings Clinic includes an integrated multi-specialty group practice, tertiary care hospital and trauma center, based in Billings, Montana. Learn more atwww.billingsclinic.com/aboutus

Billings Clinic is committed to the principles of Equal Employment Opportunity. All policies and processes are designed toward achieving fair and equitable treatment of all employees and job applicants. Employees are encouraged to discuss any concerns they have in this regard with their immediate supervisor and/or the Vice President People Resources. All employees and job applicants will be provided the same treatment in all aspects of the employment relationship, regardless of race, color, creed, religion, national origin, gender, gender identity, sexual orientation, age, marital status, genetic information or disability.

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