Medical Scheduler

Job Title: Medical Scheduler

Reports to: Scheduling Supervisor

Status: Non-Exempt

Job Summary

The Patient Services Representative is the first point of contact for patients and visitors in a busy medical practice. This position is responsible for providing exceptional customer service, managing patient registration, scheduling appointments, handling payments, and ensuring accurate and timely communication between patients, staff, and providers. The ideal candidate demonstrates professionalism, strong communication skills, attention to detail, and the ability to work effectively in a fast-paced environment.

General Duties

• Maintain a professional appearance and comply with the practice’s dress code policy.
• Follow practice telephone scripts when answering calls.
• Demonstrate courtesy and respect toward patients, visitors, coworkers, and physicians.
• Take initiative to complete tasks without requiring constant delegation.
• Communicate effectively with staff to support efficient practice operations.
• Attend and actively participate in departmental and practice-wide staff meetings.
• Arrive on time for scheduled shifts and follow time clock and attendance policies.
• Exhibit a positive attitude, collaborate with team members, and embrace change.
• Communicate supply needs and patient concerns appropriately and timely.
• Ensure accurate documentation of patient messages using designated systems.

Specific Duties

• Create accounts for new patients and complete full registration, including demographics, insurance, referring provider, pharmacy, and contact information.
• Schedule appointments efficiently, selecting correct appointment type, obtaining reason for visit, and providing patients with practice website/forms.
• Verify insurance eligibility and coverage; collect copayments and deposits for self-pay or telemedicine appointments.
• Counsel patients on outstanding balances when scheduling appointments.
• Answer incoming calls, transfer appropriately, and return voicemail messages by end of business day.
• Communicate with Billing Department regarding insurance inquiries or new plans.
• Reschedule appointments as needed when provider schedules change.
• Maintain a clean and organized front desk and work area.
• Open and close office phone lines at the beginning and end of each day.
• Run and review appointment confirmation reports to ensure all patients are contacted in advance.
• Process appointment requests received through the practice website.
• Assist with mailing new patient packets, appointment reminder notices, and other correspondence.
• Scan, upload, and properly label documents for physician review and signature in the EMR.
• Complete all electronically assigned tasks in a timely manner.
• Appropriately utilize the internal paging system to communicate with the Hearing Resource Center.
• Collaborate with team members to assist with department tasks during downtime.
• Perform all other duties as assigned.

Qualifications

• High school diploma or equivalent required; some college or medical office training preferred.
• Previous medical office or front desk experience strongly preferred.
• Strong customer service and communication skills.
• Proficiency in computer systems and electronic medical records (EMR).
• Ability to multitask and remain professional in a fast-paced environment.
• Detail-oriented with strong organizational skills.
• Knowledge of insurance verification and billing processes a plus.