Scheduling Specialist

About the role

The Scheduling Specialist serves as the initial point of contact for inbound patient calls to schedule office and/or surgical appointments. Responsibilities include authorizations, insurance verification, and appointment setting while maintaining accurate patient records.

Responsibilities

• Screen patient calls efficiently, ensuring accurate registration, appointment scheduling, and follow‑up appointment entry into the database.
• Verify whether the caller is a current or former patient and coordinate rescheduling with the initial treating physician.
• Route callers to the treating physician’s team to initiate transfer of care when requested.
• Transfer callers to the Billing Department for patients with an account balance before scheduling future appointments.
• Accurately enter patient demographic information, including name, address, contact details, and insurance data.
• Respond to patient questions and needs by editing, canceling, or re‑scheduling appointments according to company protocols.
• Monitor Outlook, Athena, NotifyMD, and fax for pending messages and follow up on action items within the same business day.
• Perform patient reminder calls for upcoming appointments and document the calls accordingly.
• Document call summaries in the Athena/EMR system.
• Maintain regular and consistent attendance.

Requirements

• Education: High School Diploma or equivalent.
• Experience: 1–2 years of progressive work experience in a medical setting; knowledge of medical terminology and health insurance; familiarity with Athena EMR system is a plus.
• Skills: Effective interpersonal and communication abilities; excellent telephone etiquette and customer service; proficient and accurate data entry; Spanish speaking/bilingual is a plus.
• Abilities: Multitasking (e.g., entering data while conducting calls); ability to develop working relationships with internal and external customers.
• Other: Additional duties may be assigned as needed by the supervisor or company.

Physical Demands & Working Conditions

• Prolonged sitting and computer use.
• Eye‑hand coordination and manual dexterity sufficient to operate a keyboard, photocopier, telephone, and other equipment.
• Normal range of hearing and eyesight required to record, prepare, and communicate information to patients and team members.
• Fast‑paced work environment.