Job Summary

Performs advanced scheduling functions in the appointment scheduling system applications. Ensures that all provider schedules are accurately loaded in a timely manner. Works very closely with the office manager/medical office supervisor, business office staff, clinical staff and all providers to enhance the workflow of the entire department. Greets patients and visitors, answers telephone and performs a variety of routine duties. Performs advanced scheduling functions including the loading of new appointment schedules, loading changes to previously loaded schedules, and coordinating provider schedules. Provides daily oversight for appointment scheduling team operations and coordinates appointment scheduling team activities.

Some offices/departments may require the Scheduling Coordinator-PN to perform order-entry tasks with second sign-off by provider, as needed or assigned by the Manager

Minimum Qualifications

• Minimum Education: High School Diploma or Equivalent
• Minimum Years of Experience: 2 Years of work experience in a related area that demonstrates professionalism, inclusive of the ability to work well with others, provide outstanding customer service to patients and handle stressful situations in a constructive manner.
• Substitutable Education & Experience: None.
• Required Certifications/Licensure: None.
• Required Training: Prior experience utilizing medical terminology and CRT in a physician practice setting; Experience with Microsoft Office applications (Outlook, Word, and Excel.); 6 Month training/probationary period to demonstrate proficiency.

Essential Functions

• Oversight of appointment scheduling for one or more providers.
• Manage work-flow of all appointment scheduling procedures including, but not limited to:
  • Ensuring the proper pre-registration of new patients into the system
  • Follow up on reports to ensure accuracy of patient schedules and call-backs to patients as needed
  • Loading new schedule templates
  • Rescheduling patients due to provider absences (planned and unplanned)
  • Notifying key departments of call changes
  • Apply clerical and clinical knowledge for the purposes of scheduling patient appointments
• May be responsible for order entry duties associated with scheduling. May enter in accordance with Epic based order entry capabilities.

Duties & Responsibilities

• Answer telephone, schedule appointments, provide call transfers to appropriate area as needed, and generally assist patients with questions.
• Serve as the designated trainer to coworkers for all activities related to the appointment schedule.
• Provide trouble-shooting and problem resolution for hard-to-find and/or work-in appointments.
• Perform schedule accuracy audits as necessary.
• Exhibit proficiency in other front office clerical areas of the physician practice.
• Must fill-in when needed at other clerical areas as requested by management.
• Perform other duties as assigned.