Scheduling Clerk

Job Summary

The Scheduling Clerk is responsible for coordinating and managing patient appointments to ensure efficient scheduling and a seamless patient experience. This role involves working closely with healthcare providers, patients, and administrative teams to schedule consultations, treatments, procedures, and follow-ups in a timely and accurate manner. The Scheduling Clerk also maintains accurate scheduling records, resolves conflicts, and provides clerical support to the facility's administrative functions.

Essential Functions

• Schedules patient appointments for consultations, treatments, procedures, and follow-ups as directed by healthcare providers, ensuring accuracy and efficiency.
• Communicates with patients via phone, email, or in person, confirming appointments, providing pre-appointment instructions, and addressing inquiries.
• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system, ensuring accurate documentation of appointment details, cancellations, and reschedules.
• Manages scheduling conflicts, ensuring that appointments do not overlap and that resources (e.g., rooms, equipment, and staff) are properly allocated.
• Contacts patients to confirm appointments, reschedule as necessary, and follow up on no-shows to maintain scheduling efficiency.
• Provides general administrative support, including answering calls, filing documents, processing appointment-related paperwork, and faxing information as needed.
• Assists with patient check-in and registration, ensuring patients are properly checked in for scheduled appointments and providing any necessary instructions.
• Collaborates with healthcare providers and departments to ensure smooth scheduling operations and facilitate patient care coordination.
• Generates and maintains scheduling reports, tracking cancellations, reschedules, and appointment trends for departmental reporting and process improvements.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• 0-2 years of experience in medical scheduling, administrative support, or customer service required
• 0-2 years with electronic medical record (EMR) systems, scheduling software, or medical front desk operations preferred
• Experience in a healthcare or facility setting preferred

Knowledge, Skills and Abilities

• Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.
• Proficiency in EHR systems, scheduling software, and office applications.
• Excellent customer service and communication skills, with the ability to interact professionally with patients, families, and healthcare teams.
• Strong organizational and problem-solving skills, ensuring accuracy and efficiency in scheduling operations.
• Ability to handle high call volumes and manage multiple tasks efficiently in a fast-paced healthcare environment.
• Knowledge of HIPAA regulations and patient privacy standards.