Job Description

Job Description

Job Description

Description:

The scheduler is responsible for coordinating and managing patient appointments, surgeries, and other medical procedures. This role involves interacting with patients, healthcare providers, and administrative staff to ensure efficient scheduling and optimal patient flow. The scheduler will also handle patient inquiries, maintain accurate records, and support the overall administrative functions of the hospital.

• Schedule patient appointments, surgeries, and procedures using the hospital’s scheduling system. Coordinate with doctors, nurses, and other healthcare providers to align schedules and ensure availability.
• Handle incoming calls and inquiries from patients regarding appointments and procedures.
• Confirm appointments with patients and provide necessary instructions and information. Address patient concerns and reschedule appointments as needed.
• Maintain accurate and up-to-date patient demographics and insurance information in the electronic health records (EHR) system. Ensure all patient information is entered correctly and confidentially.
• Collaborate with medical staff to ensure seamless communication and coordination of patient care. Notify relevant departments of any changes or cancellations in the schedule.
• Perform tasks to complete daily reschedule report.
• Complete task to work daily referral work queue and paper referrals.
• Schedule patients for various injections from designated work queues.
• Assist with the verification of patient information and pre-authorization for procedures.
• Strong customer service skills necessary to provide a positive experience for patients and address their concerns
• Effective time management skills are needed to ensure efficient scheduling and minimize patient wait times
• Perform other administrative duties as assigned to increase the department’s efficiency.

An individual in this position must be able to perform the essential duties and responsibilities listed above successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of this position.

The above list reflects the general details necessary to describe the principle and essential functions of the position and shall not be construed as the only duties that may be assigned for the position.

Minimum Qualifications

• High school diploma or equivalent required.
• Bilingual fluency in English and Spanish (spoken and written)
• Associate’s degree in healthcare administration or related field preferred
• Minimum of two years of experience in a medical scheduling or administrative role in a healthcare setting
• Proficiency in using electronic health records (EHR), such as EPIC, and other medical scheduling software.
• Strong organizational and time management skills. Ability to handle multiple tasks and work in a fast-paced environment.
• Knowledge of medical terminology, particularly related to orthopedic care.
• Customer service-oriented with a patient-focused approach. Flexibility to adapt to changes in schedules and patient needs.
• High level of accuracy and attention to detail.

Physical and Mental Demands

Communication Skills

Excellent verbal communication skills for interacting with patients, healthcare providers, and administrative staff. Strong written communication skills for sending appointment reminders, confirmations, and other correspondence. Active listening skills to accurately understand patient needs and inquiries.

Mathematical Skills

Proficiency in basic arithmetic for calculating appointment times, durations, and managing schedules. Understanding of billing and insurance processes, including pre-authorizations and co-pays.

Judgement and Decision Making

Ability to quickly and effectively resolve scheduling conflicts and patient issues. Skill in prioritizing tasks and appointments based on urgency and importance. Use sound judgement and discretion in handling sensitive patient information.

Software and Technology

Proficiency in using electronic medical records (EMR) systems for scheduling, documentation, and patient record management. Experience with medical scheduling software to manage and coordinate appointments. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) for administrative tasks and communication. Familiarity with using phone systems, email, and other communication tools for patient interaction and coordination.

Work Environment

The primary work environment is in an office space. Occasional visits to clinical areas to coordinate directly with medical staff may be necessary. Frequent interaction with patients over the phone to schedule and confirm appointments and address inquiries. The noise level in the office environment is generally moderate.

The mental and physical requirements described here are representative of those that must be
met by an individual to successfully perform the essential functions of this position.

Equal Employment Opportunity

OAW provides equal employment opportunity to all applicants and employees. OAW disapproves of, and will not tolerate, unlawful discrimination against any applicant or employee because of race, color, national origin or ancestry, gender (including pregnancy, childbirth, or related medical conditions), gender identity, age, religion, disability, family care status, veteran status, marital status, sexual orientation, or any other basis protected by local, state, or federal laws.

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