Patient Scheduling Coordinator

About Us:

Advanced Wound Therapy is a rapidly growing mobile wound care service dedicated to providing high-quality, compassionate care to patients in the comfort of their own homes or facilities. We are committed to improving patient outcomes and enhancing their quality of life.

Summary:

The Patient Scheduling Coordinator is a crucial member of our team, responsible for managing patient schedules, coordinating appointments, and ensuring efficient routing for our clinical staff. This role requires excellent organizational, communication, and problem-solving skills, as well as a compassionate and patient-centric approach. In collaboration with the interdisciplinary Patient Care Services team, this position will provide scheduling and coordination services to our patients and ensure that the intake process runs smoothly.

Essential Duties and Responsibilities:

Scheduling and Appointment Coordination:

• Schedule patient appointments based on clinician availability, patient needs, and geographic location.
• Proactively manage and optimize clinician schedules to maximize efficiency and minimize travel time.
• Coordinate and confirm appointments with patients and facilities, providing necessary information and instructions.
• Reschedule and manage appointment changes, addressing conflicts and ensuring timely communication.
• Maintain accurate and up-to-date patient schedules in the electronic health record (EHR) system.

Communication and Customer Service:

• Serve as the primary point of contact for patients and facilities regarding scheduling and appointment inquiries.
• Provide exceptional customer service, addressing patient concerns and resolving scheduling issues promptly and professionally.
• Communicate effectively with clinicians, providing them with accurate and timely schedule updates.
• Maintain clear and concise communication with all stakeholders, including patients, families, facilities, and clinical staff.

Routing and Logistics:

• Optimize clinician routes to minimize travel time and maximize patient visits.
• Consider patient locations, traffic patterns, and clinician availability when scheduling appointments.
• Utilize scheduling software and mapping tools to effectively plan and manage routes.
• Monitor and adjust routes as needed to accommodate changes and emergencies.

Administrative Support:

• Maintain accurate patient records and documentation related to scheduling and appointments.
• Assist with other administrative tasks as needed, such as data entry, filing, and reporting.
• Ensure compliance with HIPAA and other relevant regulations.
• Work with insurance companies to verify patient information, and obtain authorizations as needed.
• Perform clerical duties, such as data entry, photocopying, faxing, and filing
• Research, compile, and organize data for patient reports
• Assist with special projects and plans, including new program launches and employee on-boarding efforts

Education/Experience:

• High school diploma or equivalent required; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in scheduling, customer service, or healthcare administration.
• Proficiency in using scheduling software, electronic health record (EHR) systems, and Customer Relationship Management (CRM) platform (preferred).
• Excellent organizational, time management, and problem-solving skills.
• Exceptional communication (verbal and written) and interpersonal skills.
• Ability to work independently and as part of a team.
• Compassionate and positive approach.
• Knowledge of medical terminology and healthcare practices is preferred.
• Ability to learn and use mapping and routing software (CRM).
• Strong computer skills. Strong time management skills
• Ability to multi-task and prioritize effectively
• Organized and detail-oriented
• Ability to work effectively under pressure

· Experience working effectively and accurately on diverse and competing assignments in an environment with frequent interruptions, changing priorities, and tight operating deadlines

Physical Demands:

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

• Sit for long periods.
• Use their hands to handle, control objects, tools, or controls.
• Repeat the same movements.
• Understand the speech of another person.
• Speak clearly so listeners can understand.
• See details of objects that are less than a few feet away.

Work Environment:

The work environment described here represents what an employee will experience to perform the essential functions of this job successfully. This position will be primarily indoors at our Corporate Office in Tulsa, OK, within a fast-paced, high-stress environment.

Job Type: Full-time

Pay: $42,000.00 - $50,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Medical Specialty:

• Wound Care

Schedule:

• Monday to Friday

Work Location: In person

Salary : $42,000 - $50,000