APPOINTMENT COORDINATOR (11567)

Appointment Coordinator

Location(s): Dupont
Department: Phone Services
Job Type: Full Time, Non-Exempt
Schedule: Monday through Friday- In Office (Day Shift)

Reports to: Access Center Manager

First Urology is the largest independent urology practice serving Louisville, Kentucky, and Southern Indiana, providing comprehensive care for men, women, and children across multiple locations. Our team is dedicated to delivering exceptional patient care through advanced technology, innovative treatments, and a collaborative approach that puts patients first. We offer a full spectrum of urologic services, including minimally invasive surgery, cancer care, men's and women's health, kidney stone treatment, pelvic health, imaging, pathology, clinical research, and more.

At First Urology, our people are the heart of everything we do. We foster a culture built on teamwork, respect, integrity, and continuous growth, where employees are empowered to make a meaningful impact on the lives of our patients and one another. Our commitment to investing in our team has earned us recognition as one of Business First's Best Places to Work in Louisville and Southern Indiana for 10 consecutive years, along with additional workplace honors. We offer competitive compensation, generous benefits, opportunities for professional development, and a healthy work-life balance.

If you're looking to join an organization that values excellence, innovation, compassion, and community, First Urology is a place where your career can thrive while making a difference every day. Learn more at www.1sturology.com or follow us on Facebook, Instagram, and LinkedIn.

Position Summary:

The role of an Appointment Coordinator is a specialized administrative position focused on the optimization of organizational schedules, the management of client-facing communications, and the maintenance of operational flow within service-oriented environments.

Essential Functions and Responsibilities:

• Answer and route incoming calls in a professional and timely manner.
• Maintain a daily call log and record detailed information when necessary.
• Manage multi-line phone systems effectively.
• Schedule, coordinate, and confirm phone appointments or meetings.
• Provide accurate information to callers or transfer calls to the appropriate department/personnel.
• Handle and resolve basic customer inquiries or issues over the phone.
• Ensure voicemail and phone message systems are maintained and checked regularly.
• Collaborate with team members to improve communication workflows.
• Assist with administrative tasks such as email communication and data entry

Qualifications:

• Minimum one year call center or multi line/automated system.
• Proven experience in a receptionist, call center, or phone support role.
• Excellent verbal communication and active listening skills.
• Strong organizational and multitasking abilities.
• Professional and courteous phone etiquette.
• Ability to prioritize tasks and manage time effectively in a fast-paced environment.
• Knowledge of HIPPA requirements.
• Familiarity with phone systems, including VoIP and multi-line systems.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• Strong analytical and problem-solving skills with attention to detail.

Education and Certifications:

• High school diploma or equivalent (required); associate degree or higher a plus.

Benefits:

• 401(k) company contribution of 7.5% annual salary (whether you contribute or not) 
• Health insurance
• Dental insurance
• Vision insurance
• Company Paid Life insurance 20k
• Company Paid AD&D 20K
• Company Paid Long-Term Disability 60%
• 10 Days of Vacation Time
• 6 Days of Sick Time
• 8 Paid Holidays
• Milestone Checks
• Cabin/Condo for vacations

EEOC Statement:

First Urology provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. May be required to undergo background check and/or drug screen.

REQUIRED QUALIFICATIONS:

• A high school diploma or GED.
• Minimum of 1 year call center or multi line/automated system.
• 1 yrs working clerical in physician office setting
• Working knowledge of medical terminology.
• Knowledge and understanding of HIPAA requirements.
• Two years of full-time experience working in a professional office environment
• Excellent written and verbal command of English.
• Demonstrated data entry skills, advanced software use including Micro-Soft Office and Electronic Medical record platforms.
• Telephone customer service experience.
• Comfortable with being on the phone with various parties for the greatest part of the day, capable of creating a professional and competent presence over the phone.

PREFERRED QUALIFICATIONS:

• Inbound appointment scheduling experience
• Current Medical Assistant or other nationally recognized medical certification.
• Previous successful experience in the field of Urologic medicine as; Check in/Check out, Scheduling, Medical Assistant, or Nurse.
• Experience with EHR systems, Isalus, Telemed or Shoretel.
• Undergraduate Degree in business or health related field, from accredited university.