Appointment Coordinator

Job Description

Job Title: Appointment Coordinator

Department: Patient Services, Scheduling

Reports To: Patient Services Manager

FLSA Status: Non-Exempt

Approval Date: June 10, 2026

Summary

The Appointment Coordinator answers incoming calls, provides callers with pertinent information, and transfers calls to the appropriate party as requested. This role coordinates patient appointments, pre-registers patients, and manages all aspects of physician template management for Peachtree Orthopedics.

Essential Duties and Responsibilities

• Answer incoming calls and direct them to the appropriate extensions.
• Assists the scheduling team with daily questions arising from scheduling issues.
• Cancels and reschedules entire clinics as necessary.
• Pre-registers each new patient by obtaining all required demographic and insurance information.
• Schedules appointments for all locations based on availability, location, time, doctor, payor mix, and injury status.
• Schedules MRI follow-up appointments.
• Creates and maintains weekly matrix and mod listings for Peachtree Orthopedics.
• Builds and maintains electronic physician templates.
• Prepares a monthly calendar of provider schedules to confirm vacations, on-call schedules, and clinic availability.
• Communicate with physicians and other clinical staff regarding schedule changes and conflicts.
• Triage calls on on-call days, coordinating work-in appointments with clinical staff.
• Contacts clinics to notify them of same-day appointments and late patient arrivals.
• Maintains individual and group voicemail and returns internal and external calls in a timely manner.
• Attend periodic meetings as required.
• Assists the Call Center Supervisor and Director with special projects.
• Assists with after-hours emergency scheduling operations as necessary.
• Other duties as assigned.

Qualifications

• High school diploma or general education degree (GED) required.
• Minimum of two years of customer service experience required.
• Experience as a customer care representative or in a call center within a medical office preferred.
• Knowledgeable in orthopedic terminology.
• Familiarity with basic billing and clinical functions, administrative practices, and operational systems and procedures in a medical setting preferred.
• Familiarity with CPT, HCPCS, and ICD-10 codes and CMS regulations a plus.
• Understanding of medical terminology and knowledge of Medicare, managed care, and commercial insurance products and plans preferred.
• Knowledge of Electronic Medical Records (EMR) systems, preferably Athena database software.

Supervisory Responsibilities

This position has no supervisory responsibilities.

Certificates, Licenses, Registrations

None required.

Physical Demands & Work Environment

While performing the duties of this job, the employee is regularly required to sit; use hands to handle or feel; and talk or hear. The employee is frequently required to reach with hands and arms and is occasionally required to stand, walk, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required include close vision, and the role requires viewing and typing on computer screens for long periods. The noise level in the work environment is usually quiet.

Peachtree Orthopedics is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.