Patient Scheduler

Patient Scheduler

JOB SUMMARY


The Patient Scheduler is a key member of the clinic-based care team, responsible for coordinating in-office appointments for patients receiving palliative and dementia care. This role supports compassionate, patient-centered care by ensuring timely access to providers, maintaining efficient clinic workflows, and serving as a welcoming and supportive point of contact for patients and their caregivers.


PRIMARY JOB DUTIES


1. Schedule, confirm, and manage in-clinic and home patient appointments for physicians, advanced practice providers, and interdisciplinary team members.


2. Coordinate visit types including new patient visits, follow-ups, care conferences, business meeting, and interdisciplinary clinic visits


3. Maintain balanced and efficient provider schedules to support optimal patient flow


4. Manage cancellations, wait lists, and same-day scheduling needs


5. Serve as the primary clinic contact for patients, families, and caregivers


6. Provide clear and compassionate communication regarding appointment details and clinic logistics


7. Demonstrate sensitivity when interacting with patients experiencing serious illness or cognitive impairment


8. Escalate urgent concerns or clinical issues to appropriate clinical staff


9. Accurately document and maintain appointment information in the electronic medical record (EMR)


10. Verify patient demographics, insurance information, and referral documentation for clinic visits


11. Support front-desk and administrative workflows as needed to ensure smooth clinic operations. Assist with front desk responsibilities when necessary to maintain efficient workflow and support the patient experience.


12. Collaborate closely with providers, nurses, social workers, and care coordinators


13. Participate in clinic huddles and team meetings


14. Contribute to process improvements to enhance patient access and experience


15. Effectively demonstrates the mission, vision, and values of Lower Cape Fear LifeCare daily.


JOB SPECIFICATIONS

1. Education: High school diploma or an equivalent required. Associate degree preferred.

2. Licensure / Certifications: Not Applicable.

3. Experience: Minimum of 1-3 years of experience in medical scheduling or healthcare administration

4. Essential Technical / Motor Skills: Proficiency with EPIC systems and standard office software. Strong communication and organizational skills.

5. Interpersonal Skills: Ability to develop positive interactions with patients, visitors, physicians, staff, vendors, and other external customers to effectively care for patients and manage the operations of the facility.

6. Essential Physical Requirements: Sitting for desk work and meetings, writing, walking, and standing, and climbing stairs.

7. Essential Mental Abilities: Must be able to read and understand directions, policies, procedures, etc.

8. Essential Sensory Requirements: Ability to use sight to perform clerical duties. Ability to use hearing to communicate with staff and patients.

9. Exposure to Hazards: May encounter exposure to infectious disease or situations which present a potential threat to personal safety.


10. Other - Hours of Work: Monday through Friday (8:00am - 5:00pm). May involve calls after hours or on weekends.


11. Population Served: All patient populations from infants through geriatric with life limiting illness.