Position Summary:The Scheduler plays a pivotal role in coordinating and managing appointments for patients, ensuring efficient use of providers’ time and maximizing patient satisfaction. This role demands strong organizational skills, effective communication, and a keen attention to detail to ensure patients are seen in a timely manner. Models appropriate behavior as exemplified in WCC Mission, Vision and Values.

Essential Duties and Responsibilities:

• Schedule patient appointments, considering the urgency of their condition, doctor specialties, and availability.
• Make adjustments to the schedule as needed, including accommodating emergency appointments or rescheduling requests.
• Ensure a balanced and manageable workload for healthcare providers.
• Respond to incoming calls and emails regarding appointment bookings, rescheduling, or cancellations.
• Send out appointment reminders to patients via phone, email, or text message.
• Address any patient inquiries related to appointment details, prep requirements, or general queries.
• Coordinate follow-up appointments as recommended by healthcare providers.
• Inform patients of any preparations or requirements for specific appointments or tests.
• Update and maintain electronic scheduling systems and patient records with the latest appointment details.
• Document any patient cancellations or missed appointments, and coordinate rescheduling as needed.
• Work closely with medical staff to stay updated on changes in scheduling needs or specific patient requirements.
• Coordinate with other departments, such as billing, to ensure accurate invoicing for scheduled procedures.
• Provide feedback and suggestions to improve the scheduling process and enhance patient experience.
• Stay updated with any new features or updates to the scheduling software.

Qualifications/Experience:

• High school diploma or equivalent; additional qualification in Office Management or relevant field is a plus.
• Previous experience as a Scheduler, especially in a medical setting, is preferred.
• Proficiency in electronic scheduling systems and Microsoft Office Suite.
• Strong communication and interpersonal skills.
• Ability to prioritize and manage time effectively.
• Detail-oriented with a focus on accuracy.

Work Environment/Physical Demands/Travel:

• Typical clinical environment with moderate noise level
• Ability to stand, walk, sit and use hand/wrist, talk, hear, see, and stoop or crouch for extended periods of time.
• Ability to read and understand documents such as safety rules, operating and maintenance instructions, procedure manuals, correspondence. Ability to write routine reports and correspondence. Ability to speak and present information in small groups of customers, suppliers, or employees of the company.
• Ability to calculate figures and amounts such as discounts, interest, commissions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
• Ability to apply common sense understanding to carry out instructions given in written, oral, or diagram form. Ability to deal with problems involving a few concrete variables in routine situations.
• Ability to lift up to 25 lbs.
• Some travel may be required.