Clinic Scheduler

Position Title: Clinic Scheduler

Supervisor: Patient Services Manager

FLSA Status: Non-Exempt

Mission:

To provide our patients and community the most innovative and breakthrough treatment options to improve overall health and wellness.

Values:

Patient Experience

Innovation

Integrity

Teamwork

Job Summary:

The Clinic Scheduler coordinates patient appointments and maintains accurate records. They handle phone calls, schedule appointments, verify patient information and insurance, and provide excellent customer service. Key responsibilities of the Clinic Scheduler role include, but are not limited to:

Appointment Scheduling and Management:

• Answers a high volume of calls (new patients, current patients, referring healthcare providers, etc.) regarding clinic operations and either handle or direct calls to the appropriate individual. Collaborates with other departments to ensure timely transfers of calls.
• Makes outbound calls for patient orders or call backs.
• Schedules clinic appointments and enters information into a computerized schedule. Coordinates appointment requests with patients, considering their specific needs and preferences.
• Ensures accurate and timely scheduling of appointments, including follow-up appointments.
• Identifies and addresses potential problems in the scheduling process. Troubleshoots scheduling conflicts and resolve issues promptly to maintain clinic patient flow.
• Manages a complex system of appointments for various providers.

Patient Information and Insurance:

• Verifies patient demographics, insurance information, and any necessary pre-authorization or referral requirements. Assists with patient insurance correspondence.
• Updates and maintains patient records in the electronic health record (EHR) system.
• Complies with organizational and HIPAA policies and regulations to ensure patient care is kept confidential.

Communication and Customer Service:

• Serves as the primary point of contact for patients, answering questions, and providing clear and helpful information.
• Manages patient inquiries, including appointment reminders, cancellations, and no-shows.
• Provides exceptional customer service to both patients and healthcare teams.

Administrative Tasks:

• Gathers, enters, and/or updates data to maintain clinic records and databases in an efficient, organized, and confidential manner. Establishes and maintains files and records for the clinic.
• Cross trains in the Patient Services Representative role to fill in as needed.
• Performs miscellaneous job-related duties and tasks as assigned.

Supervisory Responsibility:

• This position has no supervisory responsibilities.

Qualifications:

• High School Diploma or GED required. Post-secondary education strongly preferred.
• Minimum of one year of proven strong customer service and phone skills with an exceptional ability to listen and communicate to others.
• Minimum of 6 months of experience in a medical/healthcare setting or insurance environment.

Skills & Abilities:

• Strong communication and interpersonal skills.
• Ability to follow oral and written instructions.
• Problem-solving skills.
• Ability to manage multiple tasks and prioritize duties.
• Attention to detail.
• Ability to operate standard office equipment.
• Strong computer skills, including Microsoft Office and EHR software proficiency.
• Familiarity with basic medical terminology.
• Ability to work well whether independently or as part of a team.
• Knowledge of principles and practices of basic office management and organization.

Work Environment:

While performing the duties of this job, the employee regularly works in an office or clinic setting. This position is 100% in-office due to the nature of the responsibilities.

Physical Demands:

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:

While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to grasp or handle objects, tools, or controls; reach with hands and arms; stoop, kneel, or crouch; talk or hear. Position will require being seated for approximately 85-90% of the time. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Compensation & Work Schedule:

• Full-time: 40 hours/week.
• Non-Exempt.
• Day Shift: Monday - Friday.
• No evenings or weekends. A competitive benefits package including medical, dental, vision, disability, and life insurance, 401(k) Plan, PTO time, paid holidays and HSA plan is offered.