Scheduling Specialist - Vascular Specialists

Essential Functions

• Schedules patient appointments for consultations, tests, procedures, and follow-ups, ensuring proper allocation of time and resources.
• Notifies patients of appointment confirmations, cancellations, or reschedules, and provide necessary information and instructions.
• Accurately enters patient information, appointment details, and updates into the hospital's electronic medical records (EMR) or scheduling system.
• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.
• Tracks and manages patient cancellations and no-shows, ensuring timely rescheduling and minimizing disruptions.
• Provides general administrative assistance, including answering calls, managing patient referrals, and coordinating patient files.
• Receives orders from the Order Facilitator and reviews to make sure the orders are valid.
• Contacts patients to complete scheduling procedure(s) and or test(s) in Cerner Scheduling.
• Asks the necessary questions for specific tests and provide the required procedure preparation or instructions.
• Schedules appointments via phone with doctor's office if requested, once valid order is received.
• Processes STAT order immediately.
• Notifies ordering offices if unable to contract their patient to schedule procedures.
• Addresses patient inquiries regarding scheduling, appointment changes, and concerns, ensuring a high level of patient satisfaction.
• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.
• Communicates with physicians, nurses, and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.
• Performs other duties as assigned.

Qualifications

• Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field preferred.
• 0-2 years of experience in scheduling, patient coordination, or administrative support within a healthcare setting required.
• Experience with Electronic Health Records (EHR) or scheduling software preferred.
• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.
• Excellent verbal and written communication skills to effectively interact with patients, medical staff, and administrative teams.
• High attention to detail and accuracy, particularly in data entry and record-keeping.
• Ability to work in a fast-paced environment while maintaining a calm, professional demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.
• Knowledge of medical terminology is a plus.