Patient Scheduler

Job Description

Job Description

Description:

The Patient Scheduler manages daily appointment calendars across our providers, handles high-volume phone and portal inquiries, and ensures all patient demographic, insurance, and referral details are verified prior to visits. Because we are a private practice, this role plays a key part in creating a warm, welcoming patient experience while maximizing provider efficiency.

Key Responsibilities

• Appointment Management: Answer incoming phone calls and patient portal messages promptly to schedule, reschedule, and cancel consultations, procedures, and follow-up visits according to provider templates.
• Schedule Optimization: Actively manage cancellation waitlists and send automated or manual appointment reminders to minimize no-shows and keep daily schedules full.
• Insurance & Referral Verification: Collect and update patient demographics, verify active insurance eligibility, and confirm required referrals or prior authorizations before booking appointments.
• Patient Preparation & Triage Routing: Provide clear pre-visit instructions to patients (such as fasting, paperwork, or arrival times) and route urgent clinical calls to nursing or medical assistant staff per office protocols.
• Front-Desk & Administrative Support: Assist with patient check-in/check-out, collect co-pays, and maintain accurate electronic health record (EHR) documentation as needed.
• Compliance: Maintain strict patient confidentiality and adhere to all HIPAA guidelines in every interaction.

Qualifications

• Education: High school diploma or GED required.
• Experience: At least 1–2 years of experience in medical scheduling, front-desk reception, or healthcare customer service preferred.
• Technical Skills: Proficiency with Electronic Health Record (EHR) and Practice Management (PM) systems (e.g., [Epic, Athenahealth, eClinicalWorks, Kareo]) and standard office software.
• Communication: Warm, empathetic phone manner with strong active listening and problem-solving skills.
• Attention to Detail: High accuracy when entering insurance IDs, medical terminology, and multi-step appointment requirements.