Front Desk Scheduler

Job Description

Job Description

Summary: Responsible for completing a wide range of administrative and office support activities for the department and the directors to facilitate the efficient operation of the organization by performing the following duties.

Duties and Responsibilities:

• Answers, screens, and transfers inbound phone calls.
• Receives and directs visitors and clients.
• Responsible for general clerical duties, which include photocopying, faxing, and mailing.
• Maintains the electronic and hard copy filing system.
• Retrieves documents from the filing system.
• Oversees requests for information and data.
• Resolves administrative problems and inquiries.
• Prepares work/school excuse documents.
• Prepares and modifies documents which include correspondence, reports, drafts, memos, and emails/Team’s messages.
• Schedules and coordinates meetings, appointments, and conference room availability.
• Maintains office supply inventory.
• Coordinates maintenance of office equipment.
• Call the patient to confirm next day’s appointments or procedures as needed.
• Schedules procedure visits and Fibroscan appointments.
• Utilizes CRIO for scheduling visits and texting patients.
• Reviews visit schedules to ensure room and resource availability.
• Follows HIPAA guidelines as outlined by company policies and government agencies.
• Orders office supplies for the office.
• Assisting the Clinical staff with administrative tasks.
• Intake of referrals and communicating with physician offices.
• Ensures the lobby is organized.
• Greets and welcomes all visitors.
• Flexibility to cross-train and learn new skills as appropriate.
• Additional duties as assigned.

Education/Experience:

• High school diploma or general education degree (GED); and one to two years related experience and/or training; or equivalent combination of education and experience. Medical office administration and clinical research experience is preferred.

Certificates and Licenses:

• Valid driver's license and personal auto insurance.

Knowledge, Skills, and Other Abilities:

• Fluency in Spanish is required.
• Excellent written and oral communication skills.
• Organizational skills.
• Project management skills.
• Ability to show initiative.
• Ability to maintain a cheerful outlook.
• Knowledge of Microsoft Office Suite, including Microsoft Outlook.
• Ability to pay attention to details.
• Ability to multitask.
• Ability to prioritize work.
• Ability to maintain confidentiality.
• Ability to be a team player.
• Problem-solving skills.
• People skills, including possessing a positive, friendly, and professional demeanor.
• Ability to be flexible with changing priorities.
• Ability to communicate in a diplomatic and professional manner.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to draft routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate, ratio, and percent, and to draw and interpret bar graphs.

Work Environment and Physical Demands:

The work environment and physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in an office/laboratory and/or a clinical environment.
• Exposure to biological fluids and/or bloodborne pathogens. 
• Personal protective equipment is required, such as protective eyewear, garments, and gloves.
• Occasional travel may be required, domestic and/or international.
• Ability to work in an upright and/or stationary position for 6-10 hours per day.
• Frequent mobility required.
• Occasionally squatting, kneeling, or bending.
• Light to moderate lifting and carrying (or otherwise moving) objects, including medical equipment with a maximum lift of 20-50 lbs.

Perks of working at Pinnacle Clinical Research:

• 401k
• Medical, dental, vision, long-term disability, short-term disability, FSA, and life insurance.
• 3 weeks of paid time off.
• 14 paid company holidays.
• Scrub voucher (specific positions apply).
• And more!

Summit Pinnacle Clinical Research is an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, disability, gender, national origin, age, genetic information, military or veteran status, sexual orientation, gender identity, marital status, or any other protected Federal, State/Province, or Local status unrelated to the performance of the work involved