Complex Scheduler

Job Overview
Bring Your Possibilities to Fairview

At Fairview, we believe in the power of possibility — within ourselves, our teams, and the communities we serve. We believe that leadership isn’t just a title — it’s a mindset we all share. Whether you’re providing hands‑on care, innovating behind the scenes, or supporting those who do, your work matters.

The Complex Scheduler is responsible for scheduling and coordinating multiple services including but not limited to appointments, imaging, labs, procedures, surgeries, and treatments. The Complex Scheduler collaborates with providers, clinic staff, schedulers, across multiple different departments, locations, and outside organizations (when needed) to ensure services are timed, coordinated, and sequenced appropriately and all associated activities are complete.

Responsibilities

Pre & Post-Appointment Support

Serves as a single point of contact for coordinating appointments, procedures/surgeries, labs, imaging, or treatments.

Accurately navigates and translates complex service protocols, tools, standard work, and information to ensure appropriate services are delivered.

Provides patients/caregivers with information and updates.

Maintains awareness of multiple competing situations needing attention and prioritizes to assure patient needs are met, while maintaining a pleasant, friendly demeanor.

Monitors, manage, and schedules/reschedules appointments from work queues or messages.

Identify potential issues that could complicate care (i.e. insurance issues, adherence concerns).

Customer Service

Collaborate with patients, caregivers, providers, schedulers, and other care team members to ensure:

Appointments, labs, imaging are prioritized and sequenced appropriately.

Patient has followed through on their labs, imaging, and appointments.

Medical records (results, office notes, etc) are received on time and available to the provider/care team.

Prior authorization is completed, if needed.

Appointments, labs, imaging are prioritized and sequenced appropriately.

Effectively communicates with customers (patients, caregivers, providers, care team members, outside health systems) in a professional and respectful manner.

Deliver a consistently high level of service and goes above and beyond to assist customers.

Provides patients with correct information related to their scheduled appointments, procedures, or tests, and in response to any associated questions they might have.

Partners with customers to resolve questions, and concerns.

Follows standard processes and workflows to ensure safety and reliability.

Communicates information and updates to providers, employees, and departments as appropriate.

Prepares schedules for providers

Prepares, manages, and updates the daily schedule/calendars for physicians who provide care (procedures, surgeries, clinic appointments) at different locations such as outreach clinics, hospitals, procedure centers.

Apprise physicians of changes or updates related to their schedules.

Epic in-basket and pool management

Review and respond to patient messages sent to the Epic in-box or through MyChart.

Gather and document information to help facilitate communication between the patient/caregiver and care team.

Ensure messages are addressed within standard timeframes and elevate issues that need prompt attention.

Communicate information delegated by providers

Review chart to piece together important information for the patient and provider.

Organization Expectations, as applicable:

Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.

Partners with patient care giver in care/decision making.

Communicates in a respective manner.

Ensures a safe, secure environment.

Individualizes plan of care to meet patient needs.

Modifies clinical interventions based on population served.

Provides patient education based on as assessment of learning needs of patient/care giver.

Fulfills all organizational requirements.

Completes all required learning relevant to the role.

Complies with and maintains knowledge of all relevant laws, regulation, policies, procedures and standards.

Fosters a culture of improvement, efficiency and innovative thinking.

Performs other duties as assigned.

Required Qualifications

2 years experience, in a healthcare setting/practice

Completing scheduling and registration of appointments

Templating schedules in Epic

Providing administrative medical support

Utilizing basic medical terminology

Practicing good public relations, customer service, time management, prioritization, and patient communication skills.

Preferred Qualifications

Healthcare or business-related degree

3 years experience working in a healthcare setting utilizing Epic Health Records

Telephonic customer experience

Proficient use of computer keyboarding and Microsoft office tools (Word, Excel, Outlook, Teams)

Benefit Overview
Fairview offers a generous benefit package including but not limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more! Please follow this link for additional information:

Compensation Disclaimer
An individuals pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical. If your role is eligible for a sign-on bonus, the bonus program that is approved and in place at the time of offer, is what will be honored.

EEO Statement
EEO/Vet/Disabled: All qualified applicants will receive consideration without regard to any lawfully protected status

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