What are the responsibilities and job description for the Specialty Scheduler position at OPSAM Health?

Job Description

Job Title : MA – Specialty Scheduler

Reports to : Supervisor

Status : Full Time

Location : National City, 1428 Highland Avenue, San Diego, CA 91950

Operation Samahan (OpSam Health) is a Federally Qualified Health Center (FQHC) serving the San Diego County community. Founded in 1973 by Filipino health professionals, we have evolved into a diverse community health center with services in National City, Mira Mesa, City Heights, and Rancho Peñasquitos. We provide primary care, dental, behavioral health, family planning, integrative health and wellness, healthy eating, civic engagement, and other health-related services to uninsured, underinsured, and underserved families of all income levels, regardless of their ability to pay.

Job Purpose

The Medical Assistant Specialty Scheduler is responsible for coordinating and scheduling all specialty appointments for our clinics. This role involves managing patient appointments, ensuring efficient utilization of clinic resources, and providing exceptional customer service to patients. The individual will perform designated medical assistant procedures and assist in executing vital clinical tasks under the supervision of a Registered Nurse or Nurse Practitioner.

Essential Duties and Responsibilities

Schedule, reschedule, and cancel specialty patient appointments as required, ensuring optimal use of clinic resources.
Coordinate with specialty providers to arrange appointment times, ensuring alignment with provider availability and patient needs.
Confirm patient appointments and provide necessary instructions to ensure patients are prepared for examinations and procedures.
Manage referrals and follow-up appointments, ensuring timely communication with patients and providers.
Answer incoming calls promptly, courteously, and professionally, addressing patient inquiries and routing calls as necessary.
Obtain and enter accurate demographic information into the electronic health record system, including address, telephone number, and insurance details.
Maintain accurate and confidential patient records in compliance with HIPAA regulations.
Assist with front office responsibilities as needed, including patient check-in and check-out procedures.

Customer Relations

Maintain professional working relationships with all levels of staff, clients, and the public.

Provide excellent customer service, addressing patient questions and concerns promptly and courteously.

Qualifications

Knowledge, Skills, and Abilities

High level of organizational skills with the ability to manage multiple priorities.

Effective verbal and written communication skills with staff, medical providers, and patients.

Ability to work under stress and handle critical or unusual situations with composure.

Proficiency in electronic health records software and basic Microsoft Office applications.

Bilingual (English / Somali) required.

Education and Experience

High School Diploma or GED.

Medical Assistant Certification required.

Current BLS Certification.

Prior experience in a medical office setting, with scheduling experience preferred.

Physical Demands

Ability to move throughout the clinic and community.

Repetitive hand movement, use and view of PC, and use of office equipment.

Ability to sit or stand for long periods, reach, bend, climb, stoop, and lift up to 25 lbs.

Strong time management and interpersonal skills.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.

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