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Outpatient Therapy Scheduler, ProActive, 10:30am-7pm M-F

Madonna Rehabilitation Hospital Lincoln, NE



Job Title:   Outpatient Service Specialist                        
Job Location:   Madonna ProActive     

Status: Hourly
Sign-on Bonus: $3000                   




  • Responsible for coordinating therapy schedules of all rehabilitative outpatients receiving therapy or physician services at any of the TherapyPlus locations. 
  • Responsible for ongoing monitoring, adjustment and completion of scheduling process.
  • Responsible for accurate and thorough registration of all Outpatients including demographic and insurance information.
  • Responsible for insurance verification of patient benefits, depending on clinic location. 
  • Responsible for training and orienting backup staff in all parts of scheduling. 
  • Job demands capability to deal with details, frequent schedule changes, interruptions, and potential conflicts.
  • Work will be performed in an ethical and legal manner following organizational policies, processes, protocols and procedures.
  • Responsible for quality service delivery and internal/external customer relations for Madonna as a whole, including upholding the mission and values for the department and facility.





  1. Obtain insurance information and patient demographic information.
  2. Complete accurate and thorough pre-admission and admissions.
  3. Complete accurate insurance benefit information verification, and authorization depending on clinic location
  4. Complete required admission paperwork with patient or patient caregiver.
  5. Arrange schedule for patients being seen in therapies to ensure accurate, coordinated therapy.
  6. Evaluate accuracy, efficiency and effectiveness of scheduled appointments and make changes as indicated.
  7. Document and communicate all steps and all changes made to schedule.
  8. Coordinate evaluations, specialty services and ongoing scheduling of therapy appointments for patients.
  9. Maintain schedule of all patients being seen reflecting their individual therapy schedule and assigned therapist.
  10. Initiate and update as necessary individual patient's schedule for reference by therapists and patients.
  11. Initiate and update as necessary individual therapists' schedules to promote timeliness of service delivery, providing schedules to individual departments.
  12. Evaluate applicability of special scheduling protocols depending upon patients' diagnoses and initiate/adjust scheduling process accordingly.
  13. Compute supply needs and order supplies for office use.
  14. Assist with data collection for special projects as requested.
  15. Initiate, follow up and complete incoming faxed referrals.
  16. Completes drug screens, and assist with patient care depending on clinic location.


  1. Negotiate therapy times with staff and with patients to ensure patients are seen in a timely manner and at the indicated frequency, while upholding therapist consistency.
  2. Oversee compliance with the scheduling process on the part of staff and assist staff in understanding/accepting need for compliance.
  3. Confer with supervisor as needed to resolve issues of noncompliance.  
  4. Inform therapists and patients of changes in patients' schedule in order to promote customer satisfaction and avoid confusion.
  5. Train relief help in job duties associated with this position to insure adequate performance of job functions.
  6. Provide backup assistance and coverage to the information desk when indicated by greeting and receiving visitors, treating all guests with courtesy and respect. Informs appropriate staff of guestâ??s arrival and proceeds to make them welcome and comfortable.

  7. Interact and communicate with coworkers, staff, patients and the general public in an upbeat, respectful, confidential and compassionate manner.

  8. Speak with visitors or telephone callers by taking messages for staff, giving directions, and/or locating appropriate personnel to increase customer satisfaction.
  9. Follow instruction from supervisor to perform other functions as assigned in order to achieve the goals within the department.
  10. Provide education and training to other personnel in scheduling software functioning.
  11. Provide therapy aide support to therapists as appropriate.


  1. Independently operate personal computer to enter and retrieve data re: patients' and therapists' schedules.
  2. Independently utilize scheduling software and other software as needed to record and adjust schedules and conduct necessary communication with other departments.  Proficient computer skills including e-mail, word processing and spreadsheet functions.
  3. Operate telephone to receive and transfer calls and perform other telephone functions.
  4. Operate fax machine and photocopy machine in order to copy, retain or distribute essential information.
  5. Operate credit card processing machine to facilitate patient credit card payments.
  6. Operate credit card processing machine to facilitate patient credit card payments.
  7. Maintain and ensure a safe environment for the department. Handles and operates all necessary equipment and performs required duties according to established safety standards to maintain compliance with regulations and prevent injury. dhere to and participate in infection prevention guidelines. Adhere to and participate in infection prevention guidelines.
  8. Depending on clinic location completes filing, and cleaning of the equipment and office.




This position is performed 100% indoors.  Work activities occur in offices and meeting rooms.  There are no environmental hazards.


Physical demands:  Frequent sitting and standing, reaching, handling, fingering and simple grasping.  Frequent reaching with both arms at low and waist levels, grasping with both hands requiring normal grip strength based on national averages. Occasional walking, stooping, occasional lifting and carrying 25 pounds and frequent lift and carrying of 15 pounds.  Frequently handling paper, pens, operating computer, telephone, photocopy machine.  Frequently seeing handwritten and printed material. Requires sufficient sight to see and read reports and computer screen, constant visual acuity.  Requires sufficient hearing and speaking to communicate by phone or in person.  Occasional handling of wheelchairs with patients.


 Mental requirements:  Continually being alert to color division, reading written or hearing verbal information and to shifting priorities.


Stress factors:  Frequent repetition and continuous pressure.



IV.   QUALIFICATIONS (Education/training and/or Experience)

  • High school equivalency with six-months post-high school education plus two years experience in a related area required. 
  • Additional relevant work experience would be considered in lieu of post-high school education. 
  • Must have ability and experience in operating standard office machines. 
  • Good knowledge of basic math, good organizational skills, and problem solving skills are required. 
  • Experience and working knowledge of personal computers required. 
  • Knowledge of medical terminology desired. 
  • Must be able to work in fast paced, demanding situations without adverse reaction and be able to interact in a positive manner with staff and customers. 
  • CPR for health care provider/CPR for Professional Rescuer required at time of hire or within 30 days from date of hire.


Madonna is an Equal Opportunity Employer.



Date Posted December 6, 2022
Date Closes December 21, 2022
Requisition 0005NU
Located In Lincoln, NE
Department Lincoln-ProActive Campus
SOC Category 00-0000.00

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