Patient Scheduler

Patient Scheduler

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

• Schedule, confirm, and manage in-clinic and home patient appointments for physicians, advanced practice providers, and interdisciplinary team members.
• Coordinate visit types including new patient visits, follow-ups, care conferences, business meetings, and interdisciplinary clinic visits
• Maintain balanced and efficient provider schedules to support optimal patient flow
• Manage cancellations, wait lists, and same-day scheduling needs
• Serve as the primary clinic contact for patients, families, and caregivers
• Provide clear and compassionate communication regarding appointment details and clinic logistics
• Demonstrate sensitivity when interacting with patients experiencing serious illness or cognitive impairment
• Escalate urgent concerns or clinical issues to appropriate clinical staff
• Accurately document and maintain appointment information in the electronic medical record (EMR)
• Verify patient demographics, insurance information, and referral documentation for clinic visits
• 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.
• Collaborate closely with providers, nurses, social workers, and care coordinators
• Participate in clinic huddles and team meetings
• Contribute to process improvements to enhance patient access and experience
• Effectively demonstrates the mission, vision, and values of Lower Cape Fear LifeCare daily.

Job Specifications

• Education: High school diploma or an equivalent required. Associate degree preferred.
• Licensure / Certifications: Not Applicable.
• Experience: Minimum of 13 years of experience in medical scheduling or healthcare administration
• Essential Technical / Motor Skills: Proficiency with EPIC systems and standard office software. Strong communication and organizational skills.
• 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.
• Essential Physical Requirements: Sitting for desk work and meetings, writing, walking, and standing, and climbing stairs.
• Essential Mental Abilities: Must be able to read and understand directions, policies, procedures, etc.
• Essential Sensory Requirements: Ability to use sight to perform clerical duties. Ability to use hearing to communicate with staff and patients.
• Exposure to Hazards: May encounter exposure to infectious disease or situations which present a potential threat to personal safety.
• Other - Hours of Work: Monday through Friday (8:00am 5:00pm). May involve calls after hours or on weekends.
• Population Served: All patient populations from infants through geriatric with life limiting illness.