Scheduling and Support Specialist

Position Summary 

The Clinical Scheduling and Support Coordinator provides essential administrative and operational support to ensure efficient clinic workflow. This role focuses primarily on scheduling while also supporting quality initiatives, front office operations, and referral processing. The coordinator must be adaptable, detail oriented, and able to shift responsibilities based on daily clinic needs. 

Essential Job Responsibilities 

Scheduling – 50% 

• Perform daily scheduling tasks including appointment creation, rescheduling, cancellations, and provider calendar adjustments. 

• Monitor schedule accuracy and resolve conflicts or errors promptly. 

• Support providers with schedule optimization and patient flow management. 

• Communicate scheduling updates to patients and staff in a timely and professional manner. 

Quality Support – 20% 

• Assist with quality initiatives such as chart audits, data collection, and compliance tracking. 

• Help ensure required documentation is completed accurately  

• Follow up on missing or incomplete quality items to support clinic performance metrics. 

• Participate in quality-related projects and improvement efforts as assigned. 

Front Office Administrative Coverage – 20% 

• Provide coverage for front office operations including check-in, check-out, insurance verification, phone support, and opening and closing procedures. 

• Assist with scanning, faxing, document management, and general administrative tasks. 

• Deliver excellent customer service and maintain professionalism during patient interactions. 

• Support front office workflows during staff absences, high-volume periods, or operational gaps. 

Referral Coverage – 10% 

• Assist with referral processing including entering referrals, verifying requirements, and preparing referral packets. 

• Use payer portals (e.g., UHC) to determine referral requirements and authorization needs. 

• Communicate with specialists, patients, and internal teams to ensure timely referral completion. 

Qualifications 

• High school diploma or equivalent required. 

• Prior medical office or administrative experience with Electronic Health records experience strongly preferred. 

• Strong communication, organization, and multitasking abilities. 

• Ability to learn and navigate multiple systems (EHR, scheduling platforms, payer portals). 

• Demonstrated attention to detail and reliability. 

Physical & Work Requirements 

• Ability to sit, stand, and move between departments as needed. 

• Ability to manage multiple priorities in a fast-paced environment. 

• Flexibility to adjust tasks based on daily operational needs. 

• Flexibility to adjust to different locations as needed.