What are the responsibilities and job description for the Scheduling Specialist position at TEEMA Group?
Role Summary
Are you a highly organized professional who thrives in a dynamic environment and loves helping others? As a Scheduling Specialist, you will play a vital role in ensuring our patients receive the high-quality, timely care they deserve. In this central position, you will manage two essential functions: beautifully coordinating patient appointments and maintaining accurate team schedules. Serving as a crucial bridge between patients, families, providers, and colleagues, you will deliver outstanding customer service that truly elevates the care experience. If you are a proactive problem-solver who enjoys working in a fast-paced, collaborative setting where your daily efforts directly impact the well-being of seniors, we invite you to join our mission-driven team!
Duties & Responsibilities
Appointment Coordination: Seamlessly schedule patient appointments, expertly troubleshooting scheduling conflicts or urgent care needs while consistently meeting established appointment turnaround times.
Schedule Optimization: Promptly manage cancellation and rescheduling requests from both team members and patients, ensuring all changes are accurately updated and communicated to everyone involved.
Responsive Communication: Serve as a welcoming point of contact by handling incoming phone calls and emails. Screen, transfer, and resolve requests efficiently while maintaining strict documentation standards.
Proactive Outreach: Conduct friendly appointment confirmations and reminder calls to patients, updating schedule records to reflect any changes.
Team Schedule Management: Maintain and update team member availability within our source systems, ensuring all open time slots are accurately reflected.
Process Improvement: Continuously review scheduling workflows to enhance efficiency, streamline daily operations, and suggest creative process enhancements.
Team Support & Guidance: Offer helpful guidance and support to staff members regarding scheduling processes and procedures, keeping the team well-informed.
Meticulous Documentation: Maintain up-to-date, secure, and accurate records of all appointments and communications in accordance with department protocols.
Privacy & Compliance: Protect the privacy and absolute confidentiality of all company procedures, team members, patients, and families. Participate in required quality improvement activities, staff training, and meetings.
Adaptability: Maintain a collaborative relationship with your supervisor regarding workload priorities, and remain flexible to work a varied schedule (including potential evenings and weekends) as business needs evolve.
Required Qualifications
Healthcare Experience: Minimum of 1 year of experience working within a healthcare setting.
Technical Skills: Excellent and accurate data entry skills across multiple software platforms, including at least 1 year of hands-on experience utilizing an Electronic Medical Record (EMR) system.
Customer Service: Outstanding customer service orientation, with a strong talent for professional telephone and written communication.
Organizational Excellence: Exceptional organizational and prioritization skills with a proven ability to thrive and multi-task in a fast-paced environment.
Problem-Solving: Strong problem-solving abilities and resilience when navigating scheduling or operational challenges.
Independence: Demonstrated ability to work successfully and independently with minimal supervision.
Cultural Competency: Experience and genuine competency working with people from diverse backgrounds and cultures, along with a deep commitment to unlocking the full potential of vulnerable seniors.
Desired Qualifications
Specialized Setting: Prior experience working within a healthcare model dedicated to comprehensive, coordinated care for seniors is a definite plus.
Location and Work Type
Work Type: Full-Time
Work Setting: Fully on-site, offering a vibrant and highly collaborative team environment.
If you're interested, please reply to this advertisement or directly email your resume to me at DSalgado@teemagroup.com or by calling/texting (949) 295-5951.
I strive to reply within 48 hours. Looking forward to connecting with you soon. Thank you!