General Description:

The Scheduling Coordinator is responsible for coordinating the physician’s schedule, NP/PA schedule, device schedule, and the patient’s schedule. They are a liaison between the patients, physicians, staff, and the community-at-large. This position is responsible for appointment scheduling and front office duties as required by the health center.

Reports to: Medical Practice Manager

Salary/Status: Non-Exempt

Department: Front Office

Hours: 40hrs/week 8:30am-5pm, At least once weekly up to 6pm, including one Saturday rotation every month

Minimum Requirements:

1. High school diploma.
2. Previous experience with medical scheduling.
3. Detail-oriented; able to work accurately and efficiently in a fast-paced environment.
4. Bilingual, capable, sensitive, and articulate in conversational interpretation.
5. Must possess the ability of positively interacting with patients, personnel, visitors and the general public.
6. Must show discretion in the handling of confidential information.
7. Must possess the ability to work independently, problem solve and make decisions when necessary.
8. Ability to maintain composure and professionalism when exposed to stressful situations
9. Strong organizational skills
10. Computer literate in basic applications and data entry.
11. Friendly, reliable, and professional both in behavior and appearance.
12. Ability to establish and maintain effective working relationships with other employees, individuals seeking assistance and the general public.

Principle Responsibilities and Duties:

1. Schedules patient medical visits per established procedures. Confirms appointments, cancels appointments and notifies staff of appointment changes.
2. Reviews schedules routinely to ensure proper slot utilization and increase opportunities for patient access. Discusses scheduling conflicts or problems with supervisors and offers solutions to improve.
3. Continuously monitors schedule and provides updates throughout the day.
4. Generates and utilizes wait lists and reschedules patient appointments as needed.
5. Manages appointment work queue requests to ensure continuity of care.
6. Provides direct support to the medical practice manager and handles scheduling requests
7. Responsible for the accuracy and completeness of the data entry of patient information into the computer. This data entry includes various patient information, as well as relevant insurance.
8. Efficiently intakes new patients; completes patient data entry, schedules new patient appointments, verifies insurance, collects required signatures, obtains ROI to collect historic patient records, provides warm handoffs to support teams.
9. Maintains current knowledge of the time requirements of various categories of patient visits, preferences and work schedules of various physicians.
10. Ability to schedule appointments in appropriate appointment types.
11. Make patient reminder calls in a timely fashion.
12. Maintains confidentiality of all Health Center information.
13. Handle inquiries (regarding hours, location, programs, patient eligibility, etc.) in a professional manner.
14. Refer acutely ill patients to nursing for triage.
15. Prepare reports as required.
16. Carry out other tasks as requested in situations where participation may be required.
17. Maintain work area in a clean, organized and orderly fashion to facilitate interactions with other staff and to reflect well on the health center as viewed by the public.
18. Performs all and any additional duties as assigned.

Physical Requirements:

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.