Scheduler and Front Desk Coordinator

Essential Duties and Responsibilities:

General Duties (all days)

•        Be positive, helpful, friendly, supportive, sincere, and genuine to all patients, physicians, and staff.

•        Be attentive and responsive to doctors’ and/or practice administrator/team leader requests in a timely manner.

•        Be punctual and regular in attendance.

•        Follow all office policies and procedures.

•        Make decisions that reflect the best interests of Heart One Associates and providing quality patient care.

•        Maintain patient confidentiality as governed by the Health Information Portability and Accountability Act (HIPAA).

•        Maintain thorough and accurate documentation in charts for all correspondence involving patient care.

•        Reschedule physician schedules as requested by team leader/supervisor/or practice manager.

•        Review schedules daily for corrections or gaps and ensure changes are made.

•        Check and address emails throughout the day.

•        Check EMR messages regularly throughout the day. Messages should be accurate and thorough for physicians to review and assess.

•        Communicate effectively with providers, APPs, and other clinical staff.

•        Assigned tasks should be worked on daily.

•        Inform team leader of office supplies needed.

Scheduling Duties (primary assignment via phone)

•        Schedule patient appointments, consultations, and follow-up visits according to provider availability and clinic guidelines.

•        Coordinate diagnostic testing and procedures as ordered by physicians.

•        Verify patient demographic and insurance information prior to scheduling appointments.

•        Obtain personal medical and insurance coverage information.

•        Provide patients with preparation instructions for upcoming appointments, tests, or procedures.

•        Oversee provider clinic and adjust schedules to accommodate urgent or same-day appointments.

•        Inbound & Outbound calls, appointment requests, cancellations, and rescheduling.

•        Confirm upcoming appointments and communicate reminders to patients.

•        Provide excellent customer service while addressing patient questions and concerns.

•        Maintain a high level of accuracy in appointment scheduling.

•        Keep workstation clean.

Front Office Coverage Duties (weekly, dates to be determined)

•        Greet and check in patients in a professional and courteous manner.

•        Monitor the flow of patients and waiting times, informing patients of delays or emergencies that may keep them waiting.

•        Check in and obtain personal medical and financial information, informing back office of patient arrivals and visit needs.

•        Collect co-pays at check-in, processing credit card payments and processing batch detail and settlement daily.

•        Check out patients, maintaining a high level of accuracy in appointment scheduling.

•        Support administrative tasks as assigned by lead/supervisor or the practice manager.

•        Keep workstations and waiting room organized and clean, i.e., magazines, chairs, counters, desktops.

•        Travel to various Practice locations as needed for coverage.

•        Other duties as assigned.