Appointment Scheduler

About the role

Manages clinic calendars to ensure patient appointments are scheduled in an efficient and productive manner, providing excellent customer service. Responsible for operating a multi-line switchboard, operates in-house paging system in a professional manner, and maintains a general information center for the facility.

Schedule

Flexible; may require some evenings and weekends.

• Primarily rotating schedules: 7:30 AM – 4:30 PM, 8:00 AM – 5:00 PM, 8:30 AM – 5:30 PM

Responsibilities

Primary Duties

• Work in practice management system database calendar for clinic site
• Accept and confirm patient appointments over the telephone
• Conduct outbound phone calls for follow-up appointments and reminder patient appointments
• Conduct patient care surveys for patient care reports
• Document and report patient complaints and grievances to supervisor for appropriate corrective action plan
• Update and maintain logs of patient phone calls and appointments
• Other duties as designated by Clinic Manager or Operations Director

Secondary Duties

• Answer telephone, take messages, schedule appointments, and provide general agency and/or program information
• Log calls for different departments
• Open and distribute mail accordingly

Requirements

• Microsoft Office (Word, Excel, Outlook)
• Excellent communication skills
• Excellent customer service
• Bilingual English/Spanish required
• Ability to work as a team player and work independently
• Reliable transportation
• Must be able to travel from facility to facility
• 10% travel outside the local area

Qualifications

• Medical Administrative Assistant Diploma
• High School Diploma and/or GED equivalent preferred, but not required
• 1 year minimum customer service experience, preferably in a medical setting
• Commitment to goals and philosophy of Northeast Community Clinic
• Valid State Identification

Physical Requirements and Working Conditions

• OSHA Category 3: Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment
• The work is majority sedentary in nature
• Regularly required to communicate
• Frequently required to use repetitive motions, move, remain stationary
• Regularly push, pull, and lift up to 20 pounds and occasionally push, pull, and lift up to 40 pounds
• Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer
• Stamina to maintain attention to detail despite interruptions, read printed materials, and use a computer
• Communicate in person and over the telephone