Patient Access Representative-Scheduler .85 FTE

OMC Core Behavior Standards: 

Create Teamwork● Lead with Honesty & Integrity● Convey Compassion● Show Respect● Pursue Quality

Osceola Medical Center is committed to implementing these behavior standards as a foundation for how we hire, develop, and retain our team members. By intentionally selecting candidates whose values and behaviors align with these standards, we ensure that our mission is lived out every day, creating an environment where patients feel valued, respected, and confident that OMC is the place for all their healthcare needs.

Job Summary:

The Patient Access Scheduler is responsible for coordinating and scheduling patient appointments, procedures, and surgeries across various hospital departments. This role ensures accurate documentation, efficient workflow, and exceptional patient service while collaborating with clinical teams, providers, and administrative staff.

Qualifications:

• High school diploma or equivalent (associate degree preferred)
• Previous experience in healthcare, scheduling, or administrative roles

Responsibilities include:

Patient Scheduling

• Schedule appointments, diagnostic tests, procedures, and surgeries according to provider availability and departmental guidelines.
• Confirm appointments with patients and provide preparation instructions.
• Reschedule or cancel appointments as needed and notify all relevant parties.

Communication & Customer Service

• Serve as a primary point of contact for patients regarding scheduling needs.
• Provide accurate information on appointment preparation, hospital processes, and general inquiries.
• Maintain a professional, courteous, and empathetic manner at all times.

Coordination With Clinical Staff

• Communicate scheduling changes, special requirements, or urgent cases to providers, nurses, and support staff.
• Ensure proper allocation of equipment, rooms, and personnel for scheduled procedures.
• Work closely with departments such as radiology, surgery, laboratory, and outpatient clinics.

Insurance & Authorization Support

• Verify insurance coverage and obtain pre-authorizations when required.
• Coordinate with insurance companies to confirm procedure eligibility and coverage.
• Notify patients of financial requirements or preparations tied to insurance policies.

Documentation & Data Entry

• Accurately enter scheduling information into the hospital’s electronic health record (EHR) or scheduling system.
• Update patient information, schedule changes, and required documents in real time.
• Maintain confidentiality of patient information in accordance with HIPAA regulations.

Workflow & Efficiency

• Monitor provider schedules to maximize productivity and minimize gaps.
• Identify scheduling conflicts and resolve issues promptly.
• Support departmental performance goals related to patient flow and appointment turnaround.

Registration & Data Entry

• Collect and verify patient demographic, insurance, and contact information.
• Enter patient information accurately into the EHR.
• Ensure proper selection of patient encounter type (outpatient, therapy series emergency, etc.).
• Obtain and scan required documentation (ID, insurance cards, referral forms, ABNs).

Knowledge, Skills, and Abilities:

• Familiarity with Epic
• Basic knowledge of medical terminology
• Strong computer and data entry skills

Physical Requirements for the Role: 

• Prolonged sitting at a desk while working on a computer (often 6–8 hours per shift)
• Frequent use of hands and fingers for typing, data entry, and phone use
• Repetitive motions such as keyboarding and mouse use
• Ability to see clearly (close vision) for reading screens, documents, and patient information
• Hearing ability to communicate effectively with patients and staff in person and over the phone
• Speaking ability to clearly convey information and instructions
• Occasional standing or walking within the office or hospital department
• Light lifting (typically up to 10–15 pounds), such as files, paperwork, or office supplies
• Ability to maintain focus for extended periods in a fast-paced environment

Work Environment: 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Hospitals, clinics, or outpatient care centers
• Office or front-desk setting
• May require evening, weekend, or holiday shifts depending on facility needs

Successful candidates will:

• Treat every patient, visitor, and team member with dignity and respect
• Take ownership of their actions and follow through on commitments
• Adapt positively to change and support new initiatives
• Contribute to a culture of trust, collaboration, and accountability
• Consistently act in ways that support OMC’s mission and values

Why Join OMC?

At OMC, we don’t just hire for skills—we hire for behaviors that align with our mission. We invest in team members who are committed to making a meaningful difference in the lives of our patients and in the communities we serve.

Osceola Medical Center is an equal opportunity employer and is committed to creating an inclusive environment for all employees.