Lead Patient Scheduler

Description

POSITION SUMMARY:

The Lead Patient Scheduler is responsible for scheduling all appointments for an assigned patient population while ensuring accuracy and efficiency in appointment coordination. In addition to scheduling, this role performs various administrative tasks, including receptionist duties, clerical support, record-keeping, and other functions to support outpatient medical services. The Lead Patient Scheduler serves as a key point of contact for patients and healthcare providers, ensuring a seamless scheduling process and contributing to the overall efficiency of clinic operations.

Core Essential Responsibilities

• Schedule, reschedule, and register appointments accurately for assigned patient populations.
• Oversee new patient intake, ensuring required documentation and scheduling are complete.
• Monitor and support schedule optimization to improve appointment utilization.
• Support leadership by coordinating scheduler staff coverage, managing callouts, and communicating PTO requests with management.
• Coordinate referrals to external providers and services for seamless patient care.
• Confirm daily clinic appointments to prevent scheduling conflicts.
• Screen and direct calls from healthcare providers, addressing inquiries as needed.
• Maintain and update provider contact information.
• Review and route incoming correspondence for timely follow-up.
• Enter patient data, appointment details, and jurisdiction information daily.
• Assist the Director of Operations in candidate review for department openings.
• Prepare reports and forms in compliance with established policies.
• Perform general administrative tasks: answering phones, faxing, filing, and using email and internet.
• Support clinic operations through additional scheduling, administrative, and leadership duties, including staff training, workflow improvements, handling escalations, and collaborating with management.
  
  

Requirements

REQUIRED EDUCATION & EXPERIENCE:

• High school diploma or equivalent required; associate’s degree in healthcare administration, business, or a related field preferred.
• Minimum of 3–5 years of medical scheduling or patient access experience in a clinical or outpatient setting.
• Prior experience in a lead or supervisory role strongly preferred, with demonstrated ability to coordinate staff and support clinic operations.
  
  

Required Certificates, License Or Registration

• None
  
  

Required Knowledge, Skills Or Abilities

• Knowledge of patient registration procedures, insurance verification, and healthcare billing practices.
• Proficiency in electronic medical record (EMR) systems and scheduling software, with the ability to navigate multiple systems efficiently.
• Understanding of HIPAA regulations and best practices for maintaining patient confidentiality and data accuracy.