Orthopedic Practice Scheduling Specialist

Job Description

Job Description

Position Summary:The Scheduling Specialist serves as the primary point of contact for patients seeking orthopedic care. This role is responsible for accurately scheduling appointments, managing referrals, gathering required demographic and insurance information, and ensuring timely access to providers while delivering a high level of patient service. Accuracy, efficiency, and professionalism are essential to support clinic flow and revenue cycle success.Summary Primary Responsibilities- Communications:Patient Scheduling & AccessAnswer high-volume inbound calls in a professional, courteous mannerSchedule new and established patient appointments according to provider templates, urgency, and practice protocolsAppropriately triage appointment requests (routine, urgent, post-op, imaging follow-up, etc.)Coordinate appointments across multiple providers, locations, and services (clinic, imaging, therapy, procedures)Manage rescheduling, cancellations, and waitlists to optimize provider availabilityReferrals & DocumentationReceive, review, and process referrals from external providersEnsure required referral documentation is complete prior to schedulingCommunicate with referring offices as needed to obtain missing informationDocument all patient interactions accurately in the electronic medical record (EMR)Insurance & DemographicsCollect and verify patient demographics and insurance information at the time of schedulingConfirm reason for visit, affected body part, laterality, and prior imaging or treatmentDemonstrates working knowledge of common insurance plans, referral requirements, and benefit limitations to ensure appropriate scheduling and minimize downstream billing issuesCustomer Service & CommunicationProvide clear, compassionate communication to patients who may be in pain or distressedSet appropriate expectations regarding appointment availability, arrival time, and visit preparationCollaborate closely with clinical staff, billing, referrals, and leadership to ensure smooth patient flowEscalate concerns or complex scheduling issues to leadership when neededPerformance & ComplianceFollow HIPAA and practice policies at all timesParticipate in training, process improvement initiatives, and team meetingsTrain and mentor incoming staff Special projects and other duties as assignedQualifications:Two or more years' experience in patient scheduling in a private practice requiredOrthopedic office patient care and scheduling experience preferredFive years customer service/ communication experience in health care setting preferredHealth care insurance and medical terminology preferredProven ability to adhere to deadlinesCritical thinking and decision-making skills requiredStrong communication skillsSolid software skills related to learning third party programs Microsoft Office and Windows fluencyDetail oriented and highly dependableAbility to type 30 words per minute requiredPhysical Demands by Position:This position regularly requires the employee stand, walk, use hands, talk, and hear. Bending and lifting may be required to complete certain tasks in regarding to filing or equipment troubleshooting. Specific vision requirements consist of close vision, distant vision, color vision, and the ability to adjust focus.Work Environment:The selected candidate will be required to wear employer-purchased scrubs while on duty.Noise level is moderate OSHA Blood Borne Pathogen Employee Exposure Categories - (One Category must be checked)Category 1:______Employees whose job functions involve routine or potential exposure to blood, body fluids or tissues (Direct patient care jobs) Category 2:______Employees whose job functions involve no routine exposure to blood, body fluids or tissues, but employment may require performing unplanned Category 1 tasks. (Indirect patient care jobs, i.e. Intake Specialist or Greeter)Category 3:___X____Employees whose job functions involve no exposure to blood, body fluids or tissues, and Category 1 and 2 tasks are not a condition of employment (back office, administrative)Sensitive Information Qualifications:Access to NextGen EHRAccess to patient records, surgical notes, and various health insurance websitesAcknowledges understanding of HIPAA Regulations and GuidelinesAccess to patient credit and personal information, credit cards and cash