Primary Care Scheduler

Fast-paced phones, meaningful conversations, and making a difference daily—step into a vital role as a Primary Care Scheduler Schedule: Monday - Friday 8:00am-4:30pm. 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 IND2