Scheduling Team Lead - Front Office & Procedure Scheduling Operations

Job Description

Job Description

Position Summary 

We are seeking an experienced and highly organized Scheduling Team Lead to support both our Front Office and Procedure Scheduling teams. This role serves as a working leader who is cross-trained in all aspects of patient scheduling, registration, and front office operations while providing day-to-day operational support to staff. 

The Scheduling Team Lead acts as the primary point of contact for scheduling and front office team members, assisting with questions, workflow guidance, policy implementation, and communication of organizational directives. This individual will work closely with management to ensure efficient operations, exceptional patient service, and consistent adherence to practice standards. 

Key Responsibilities 

Leadership & Operational Support 

• Serve as the first point of contact for Front Office and Procedure Scheduling staff inquiries. 
• Provide daily guidance, training, and support to team members. 
• Communicate and reinforce departmental policies, procedures, and organizational directives. 
• Assist management with workflow coordination and operational problem-solving. 
• Monitor team performance and identify opportunities for process improvement. 
• Help maintain staff coverage and support operational needs across departments. 
• Responsible for receiving and distributing physician draft schedules to physicians and local centers/hospitals as well as accurate entry in the electronic health record. 

Procedure Scheduling Support 

• Schedule and coordinate endoscopy procedures and related appointments. 
• Verify scheduling accuracy, procedure requirements, and patient preparation instructions. 
• Coordinate with providers, facilities, anesthesia services, and clinical staff. 
• Ensure timely communication with patients regarding procedure details and preparation. 

Front Office Support 

• Assist with patient registration, check-in, and check-out processes. 
• Support appointment scheduling and patient communication. 
• Address patient concerns and escalate issues appropriately. 
• Ensure accuracy of demographic and insurance information. 

Training & Quality Assurance 

• Cross-train staff on front office and procedure scheduling workflows. 
• Serve as a subject matter expert for scheduling systems and processes. 
• Assist with onboarding and training of new employees. 
• Promote consistency, accuracy, and excellent customer service standards. 

Qualifications 

Required 

• High school diploma or equivalent. 
• Minimum of 2-3 years of healthcare scheduling, medical office, or patient access experience. 
• Strong knowledge of medical scheduling and healthcare operations. 
• Excellent communication, organizational, and problem-solving skills. 
• Ability to multitask and prioritize in a fast-paced environment. 
• Proficiency with electronic medical records and scheduling software. 

Preferred 

• Leadership, team lead, or supervisory experience. 
• Experience in gastroenterology, endoscopy, outpatient surgery, or specialty medical practice. 
• Knowledge of insurance verification and authorization processes. 

Skills & Competencies 

• Leadership and coaching 
• Team collaboration 
• Customer service excellence 
• Critical thinking and decision-making 
• Time management and organization 
• Attention to detail 
• Conflict resolution 
• Professional communication 

What You'll Do 

As the Scheduling Team Lead, you will play a critical role in ensuring seamless patient access and operational efficiency by bridging Front Office and Procedure Scheduling functions. You will support staff, help drive departmental success, and contribute to delivering an exceptional patient experience from initial scheduling through procedure completion.