Medical Scheduler

Key Responsibilities:

• Team Management: Lead, train, and supervise a team of scheduling coordinators to ensure efficient and effective scheduling practices. Provide ongoing coaching and support to team members, promoting a positive and collaborative work environment.
• Appointment Scheduling: Oversee the scheduling of patient appointments based on physician availability, patient preferences, and office protocols. Ensure accuracy in scheduling, minimize delays, and avoid scheduling conflicts.
• Staff Coordination: Manage the daily workload of the scheduling team, ensuring that all tasks are appropriately delegated and deadlines are met. Monitor team performance and address any issues or bottlenecks that arise.
• Operational Efficiency: Implement and improve office scheduling procedures to enhance workflow, patient satisfaction, and operational efficiency. Evaluate existing processes and introduce adjustments as needed to streamline operations.
• Patient Communication: Ensure the team communicates effectively with patients regarding appointment confirmations, cancellations, and rescheduling. Address patient concerns or escalated issues related to appointments with professionalism and courtesy.
• Scheduling System Management: Maintain and optimize the scheduling software to ensure it is accurately updated and fully functional. Troubleshoot any issues with the system and work with IT or vendors for technical support when necessary.
• Data Entry & Record Maintenance: Ensure the accurate entry and updating of patient information in the scheduling system, while adhering to HIPAA guidelines and confidentiality standards.
• Follow-ups & Reminders: Oversee the coordination of appointment reminders and follow-ups, ensuring patients receive timely notifications for their appointments.
• Collaboration with Medical Staff: Work closely with physicians, clinical staff, and administrative teams to align on scheduling needs, physician availability, and patient requirements. Maintain clear communication across departments.
• Reporting: Prepare and review scheduling reports, including patient volumes, cancellations, and no-shows, and use this data to recommend improvements to scheduling procedures or staffing.

Qualifications:

• High school diploma or equivalent required; associate's degree or relevant certification preferred.
• Minimum of 2-3 years of experience in a medical office setting, with at least 1 year of management experience in scheduling or office administration.
• Strong knowledge of medical terminology, healthcare procedures, and insurance processes.
• Proficient in using electronic health records (EHR) and scheduling software; experience with scheduling management systems is highly preferred.
• Proven leadership and management experience, including the ability to train, mentor, and manage a team.
• Excellent organizational, multitasking, and time management skills.
• Strong communication skills, both verbal and written, with the ability to interact professionally with patients, staff, and medical providers.
• Ability to maintain confidentiality and handle sensitive information in compliance with HIPAA regulations.
• Problem-solving skills, with the ability to address issues promptly and effectively.
• Positive attitude, strong work ethic, and commitment to improving patient experience and office efficiency.

Work Environment:
This is an in-office position located in a medical office or clinic setting. The Medical Scheduler will be required to work on-site, and this role is not remote. This position typically requires full-time availability during standard office hours, with occasional extended hours based on office needs.

Wage: $14hr - $20hr