Clerical Specialist- Scheduler Days

Be part of Watertown Regional Medical Center, an acute-care hospital in southeastern Wisconsin that consistently earns national awards for its high-quality care from the likes of Becker's Hospital Review, Chartis, Healthgrades, The Leapfrog Group, and parent company ScionHealth. Watertown Regional's exceptional care across multiple specialty services is also reflected in its numerous accreditations and certifications. Join our team and grow your career in a hospital where everyday excellence meets or exceeds expectations.

Job Summary

32 Hours Per Week

Day Shift

The Clerical Specialist – Central Scheduling is responsible for providing administrative and scheduling support to ensure timely, accurate, and courteous coordination of patient appointments across hospital departments. This position manages incoming referrals, verifies insurance information, obtains prior authorizations, and collaborates with clinical and administrative teams to optimize access and patient satisfaction.

Essential Functions

• Schedule outpatient diagnostic and procedural appointments according to physician orders and departmental protocols
• Verify insurance eligibility and obtain prior authorizations when required
• Accurately input and update patient demographic and insurance information into scheduling systems
• Maintain effective communication with patients, providers, and departments to confirm appointments and instructions
• Answer phones, respond to inquiries, and route calls as needed
• Prepare and maintain scheduling reports and logs
• Notify departments of scheduling updates, cancellations, and add-ons
• Assist patients with directions, instructions, and expectations for upcoming appointments
• Ensure all patient information is treated confidentially in accordance with HIPAA and hospital policy
• Maintain organized and accurate files for scheduling and registration documentation
• Perform other clerical duties as assigned

Knowledge/Skills/Abilities/Expectations

• Proficient in Microsoft Office (Word, Excel, Outlook) and healthcare software systems
• Strong attention to detail and data accuracy
• Excellent verbal and written communication skills
• Customer service-oriented with a professional demeanor
• Ability to multitask and prioritize in a fast-paced environment
• Knowledge of insurance verification and authorization processes preferred

Education

• High School Diploma or Equivalent including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role. AND Some College Coursework Completed in medical terminology or healthcare administration (Preferred)

Licenses/Certifications

• None Required

Experience

• 1-3 years clerical or scheduling experience in a healthcare setting (Required) And Prior Experience with electronic health record (EHR) and scheduling software (Preferred)