SSM Health ASC Registration Scheduling Rep in Madison, Wisconsin


Role Purpose:

The ASC Registration/Scheduling Representative provides assistance to patients in person and over the phone to ensure high quality patient care; greets and acknowledges patients with a professional and friendly manner, uses proper phone etiquette, verifies and updates patient information for accuracy, and schedules procedures according to surgery/procedure protocol. The ASC Registration/Scheduling Representative will work closely with staff to schedule procedures in an efficient manner based on departmental scheduling protocols. The ASC Registration/Scheduling Representative is responsible for communicating any potential schedule delays and patient care needs that arise. Registration/Scheduling Representative role may include pre-procedure chart prep.


  1. Front Desk (25%):
  • Directly greets and acknowledge patients immediately, with a professional and friendly manner, uses tow patient identifiers to verify patient identity.

  • Confirms all demographic information, as well as current employment and insurance information.

  • Reconcile daily schedules by on line verification of patient check in, cancellations and no shows.

  • Possess knowledge of the patient encounter process; to include a general understanding of the billing and claims process at Dean Medical Group and the impact on a patient’ charges in order to identify actions to be taken, to be able to communicate to patients and other appropriate parties, and to ensure the correct outcome.

  • Practice and retain good customer service skills in person and over the phone necessary to diffuse difficult patient situations that front line staff typically encounters first. Appropriately refer patient concerns to your Charge RN/Assistant Clinical Manager.

  1. Schedule Planning and Facilitation (25%)
  • Maintain daily and future schedules, including schedule maintenance. Develop and maintain an updated scheduling plan which includes block time, planned time off for each surgeon/physician and efficient mechanisms for meeting the needs of surgeons/physicians and their office staff wishing to schedule cases in our surgical/procedural suites. Documents all activity related to vacation releases, surgeon office compliance with scheduling policies and unused block time that cannot be filled.

  • Assists the surgeon/office staff in locating appropriate surgical time for add-on cases. Management of appropriate line-up of cases for efficiency and patient/surgeon preference, referring to team lead, Charge RN or management as needed.

  • Meet needs of “add-on” patients and communicate with nursing staff. Communicate with Charge RN/ACM regarding schedule changes, special requests. Review hospital schedule to predict potential delays with surgeon being double booked. .

  • Logs in radiographic images from outside sources into the computer on a daily basis. Checks that images are on hand and returns or forwards as necessary.

  • Forwards surgery routing sheets to the appropriate office for proper payment arrangements.

  • Schedules and reschedules procedures and coordinates schedules with Assistant Clinical Manager and other appropriate staff including clinic offices and hospital departments as indicated.

  1. Pre-procedure Chart Prep (25%)
  • Reviews charts for H&P;’s, labs and pre-op orders, test physician notes, latex forms, insurance forms and any other documents requested by Physician and/or pre-op staff.

  • Locates missing H&P;’s, labs and pre-op orders, tests, physician notes, latex forms, insurance forms and any other documents requested by Physician and /or pre-op staff prior to schedule procedure.

  • Works closely with pre-procedure phone assessment RN’s to obtain/search for requested documents.

  • Registers appropriate patients as either “outpatient” or “contract” accounts for services from St. Mary’s Hospital.

  • Provides assistance in scheduling surgical patients.

  • Performs all front desk duties.

  • Attends and participates in departmental staff meetings for problem solving and goal setting.

  • Maintains patient confidentiality at all times.

  • Files paperwork for upcoming surgeries, sorts mail and faxes.

  • Maintains organizational system to work 3 or more surgery days out.

  1. General/Administrative Duties (25%)
  • Oversees and maintains office supplies and business forms as needed per department.

  • Open and close phone lines to department; process calls for physicians and nursing staff.

  • Enter all appropriate electronic information into EPIC as per protocol.

  • Responds to stat needs of patient care through safety, security and emergency plans.

  • Assists with patient transfers to hospital process as indicated.

  • Assists with communication during emergency situations.

  • Adheres to departmental expectations, to include guidelines for scheduling, punctuality and employee attendance; flexibility to rotate between various tasks. Attends staff meetings, in-services and completes competencies as required.

  • Schedules interpreter services as necessary and consults with management team should problems arise with coverage.

  • Other duties as needed.



  1. High school diploma or equivalent.

  2. 3 years relevant work experience.

  3. CPR certification or obtain within 6 months of hire.

  4. Successfully completed a medical Terminology course or complete the Dean Medical Terminology course within 1 year of hire.

  5. Must possess a service oriented personality with the fundamental desire and ability to provide exceptional customer service.

  6. Excellent listening and verbal communication skills, including the ability to convey both routine and complex information.

  7. Ability to perform multiple tasks in a busy, ever changing environment.

  8. Previous experience with Microsoft suite products.

  9. Must be highly disciplined, self-motivated and prioritized effectively.


  1. Medical, surgical, dental care or healthcare experience.

  2. Knowledge of medical terminology, preferably in a surgical specialty.

  3. Previous experience with multiline phones.

  4. Previous work experience with Epic EHR.

Essential Physical Functions:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Ability to sit or stand and move between tasks.

  2. Ability to see fine print and to use the computer for extended periods.

  3. Ability to continuously perform fine motor tasks, such as computer, fax/scanner/copier, writing or phone tasks.

  4. Ability to hear and converse on the phone and in person.

  5. Ability to safely lift lightweight boxes or equipment weighing up to 20 pounds and the ability to push items such as a wheelchair.

  6. The ability to work 1st or 2nd shift hours.

About SSM Health Dean Clinic-

Based in Madison, Wis., Dean Clinic consists of a network of more than 60 clinics in south-central Wisconsin. Our more than 500 physicians provide primary, specialty and tertiary care in the clinics as well as eye care through our Davis Duehr Dean locations. Dean Clinic also offers urgent care services and operates outpatient surgery centers. Dean Clinic joined SSM Health in 2013.

Req ID: 18013699

Primary Location: Wisconsin-Madison-SSM Health Outpatient Center - Wisconsin

SSM Health Outpatient Center - Wisconsin (0243) 700 S. Park Madison, 53715

Schedule Hours Per Pay Period: 53715

Weekend Rotation: Part Time (Benefit Eligible), Days

Normal work hours: Clerical & Customer Service

Job: SSM Health Outpatient Center - Wisconsin

Organization: SSM Health Dean Medical Group

Work Locations: SSM Health Outpatient Center - Wisconsin (0243) 700 S. Park Madison, 53715

Posting: 48-48