Primary Care Scheduler

Job Description

Job Description

Description

Fast-paced phones, meaningful conversations, and making a difference daily—step into a vital role as a Primary Care Scheduler
Schedule: Monday - Friday, 40 hours weekly.

As a Primary Care Scheduler , you’ll play a vital role in supporting our clients' access to quality primary care services. As the first voice many of our clients hear, you’ll help create a welcoming experience—ensuring appointments are scheduled accurately across several locations, client information is up to date, and communication flows seamlessly between clinical and administrative teams--all while delivering exceptional customer service.

This is a great opportunity for someone who is highly organized, comfortable in a fast-paced environment, and passionate about helping others access essential healthcare. Your attention to detail and communication skills will help patients feel supported and confident in their care journey. 

Key Responsibilities

• Manage high volume incoming calls to schedule, reschedule, or coordinate new patient appointments
• Schedule for multiple primary care providers across various locations
• Return voicemail messages promptly—within 15 minutes or by end of business day
• Verify and update patient information including contact details, insurance, and registration status
• Inform patients of required items for their visit (ID, insurance cards, co-pays, medications, immunization records, paperwork)
• Ensure parents or legal guardians are present for required appointments
• Assist with triaging appointment urgency in collaboration with nurses or providers
• Schedule interpreter services as needed and notify appropriate staff
• Run insurance eligibility checks and enter relevant data into the EHR
• Follow up with patients who missed their appointment to assist with rescheduling
• Monitor appointment schedules for accuracy and backfill cancellations when possible
• Manage appointment communications through Phreesia software
• Maintain up-to-date knowledge of provider schedules and clinic processes
• Collaborate with front desk and clinic staff to ensure a seamless patient experience
• Attend team meetings and maintain professionalism in all interactions
• Maintain strict confidentiality and adhere to all HIPAA regulations

Education, Requirements, Skills, Knowledge and Expertise

• High School/GED preferred

Work Experience / Training / Additional Requirements:
• Experience with multi-line phone systems preferred
• Medical office experience preferred but not required
• May require travel for initial training

You’ll Be A Great Fit for This Role if You:

• Enjoy creating a welcoming, organized experience for patients
• Communicate clearly and with empathy, especially over the phone
• Are skilled at juggling multiple systems and screens
• Take initiative and thrive in a detail-oriented, fast-moving environment
• Value being part of a collaborative, mission-driven team
• Understand the importance of confidentiality and patient privacy