Medical Scheduler

Job Title: Medical Scheduler

Department: 100-Front Desk

Reports to: Receptionist Lead/Front Office Manager

Overview: The Scheduler plays a critical role in ensuring a smooth and efficient patient scheduling process within our office. This position is responsible for coordinating patient appointments, maintaining accurate records, and providing excellent customer service. The Scheduler works closely with clinical and front office staff to optimize clinic workflow while delivering a positive patient experience.

Key Responsibilities:

• Schedule patient appointments efficiently while considering provider availability, clinic workflow, and patient needs.
• Answer incoming calls and assist patients with appointment scheduling, rescheduling, and general inquiries in a courteous and professional manner.
• Verify and update patient demographic and insurance information at the time of scheduling to ensure accuracy.
• Coordinate with medical staff to optimize provider schedules, minimizing appointment gaps or overbookings.
• Monitor and manage appointment reminders, cancellations, and follow-ups to reduce no-show rates and ensure smooth patient flow.
• Follow up on patient recalls
• Work the waitlist to maximize appt utilization
• Provide exceptional customer service by addressing patient concerns and questions with professionalism and empathy.
• Work collaboratively with front office staff, medical assistants, and providers to maintain seamless communication and coordination of patient care.
• Utilize electronic health records (EHR) and scheduling software to accurately document and manage patient appointments.
• Assist with patient portal activation and form distribution as needed, ensuring patients have access to necessary information and resources.
• Support the front office team with other administrative tasks as needed to maintain office efficiency.
• Maintain confidentiality and adhere to HIPAA regulations when handling patient information.
• Maintain an organized and tidy work environment
• Assist with translating calls as applicable
• Train new employees as requested by the supervisor
• Perform any additional duties as assigned by the supervisor

This position requires strong communication skills, attention to detail, and the ability to work in a fast-paced medical environment while delivering exceptional service to our patients.

PHI ACCESS AND DISCLOSURE: It is the policy of our practice that all providers and staff preserve the integrity and the confidentiality of protected health information (PHI) pertaining to our patients. To ensure that the Receptionist has the necessary medical and PHI to provide the highest quality medical care possible she/he will have access to the patient’s demographic information, medical information, and when necessary financial information. The Receptionist will be required to sign a Confidentiality Agreement prior to receiving access to this information.