Procedure Scheduler

About the Role:

The Procedure Scheduler at Coastal Gastroenterology Associates (COA) plays a critical role in coordinating and managing the scheduling of medical procedures to ensure efficient patient flow and optimal utilization of clinical resources. This position requires meticulous attention to detail to accurately schedule procedures while considering patient needs, physician availability, and facility capacity. The scheduler acts as a liaison between patients, medical staff, and administrative teams to facilitate clear communication and timely appointment confirmations. By managing scheduling logistics effectively, the Procedure Scheduler helps reduce wait times and enhances the overall patient experience. Ultimately, this role supports the clinical team in delivering high-quality gastroenterological care through organized and proactive scheduling management.

This location is for the Manahawkin, NJ location, but we will train the applicant for 2 weeks at our main office in Brick. NJ

Minimum Qualifications:

• High school diploma or equivalent required; associate degree or higher preferred.
• Previous experience in medical scheduling or healthcare administrative support, preferably in a gastroenterology or similar clinical setting.
• Proficiency with electronic health record (EHR) systems and scheduling software.
• Strong organizational skills with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both verbal and written, to interact effectively with patients and healthcare professionals.

Preferred Qualifications:

• Familiarity with gastroenterology procedures and terminology.
• Experience working in a fast-paced outpatient clinical environment.
• Certification in medical office administration or healthcare scheduling.
• Knowledge of insurance verification and pre-authorization processes.
• Bilingual abilities to support diverse patient populations.

Responsibilities:

• Coordinate and schedule patient procedures in alignment with physician availability and facility resources.
• Communicate with patients to confirm appointments, provide pre-procedure instructions, and address scheduling inquiries.
• Collaborate with medical staff and administrative personnel to resolve scheduling conflicts and optimize daily procedure volumes.
• Maintain accurate and up-to-date scheduling records within electronic health record (EHR) systems and other scheduling software.
• Monitor procedure schedules to identify and address cancellations, rescheduling needs, and no-shows promptly.

Skills:

The Procedure Scheduler utilizes strong organizational and multitasking skills daily to manage complex scheduling demands and ensure smooth patient flow. Effective communication skills are essential for interacting with patients to provide clear instructions and for coordinating with clinical staff to resolve scheduling conflicts. Proficiency with EHR and scheduling software enables accurate data entry and real-time schedule updates, which are critical for operational efficiency. Problem-solving skills help the scheduler address last-minute changes, cancellations, or emergencies with minimal disruption. Additionally, knowledge of medical terminology and healthcare procedures enhances the scheduler's ability to understand clinical requirements and support patient care effectively.