Sinus Scheduling Department Coordinator

Department: Patient Services • Location: Austin, TX

About the role

Join our team as a Sinus Scheduling Department Coordinator and play a vital role in helping patients find relief from allergy and sinus issues. You’ll provide essential administrative and operational support to our Sinus Scheduling Department — managing calls, voicemails, faxes, and emails to ensure timely communication and accurate documentation. You’ll assist with obtaining and tracking authorizations, organizing records, and coordinating with team members to keep scheduling and patient care running smoothly. Help us deliver an exceptional experience for every patient, every time!

Responsibilities

• Answer incoming calls and voicemails promptly, providing accurate information or directing inquiries to the appropriate team member.
• Monitor and manage the department email inbox to ensure timely responses and resolution of scheduling and authorization-related requests.
• Receive, review, and process incoming faxes, ensuring all documents are appropriately routed, labeled, and uploaded to patient charts or internal systems.
• Obtain and track updates on pending authorizations by communicating with insurance payers, clinical staff, and authorization specialists.
• Support the sinus scheduling team by maintaining organized communication between patients, schedulers, and clinical departments.
• Document all communications and updates accurately within the EMR and internal tracking tools.
• Assist in maintaining department efficiency by proactively identifying and addressing delays, missing documentation, or incomplete information.
• Uphold patient confidentiality and compliance with HIPAA and organizational policies.
• Contribute to a positive, team-oriented work environment and provide backup support to schedulers as needed.

At 60 days, you will be fully trained on core responsibilities and be able to complete all sinus department admin tasks and answer 15% of incoming patient phone calls with proper documentation in the EHR.

Requirements

• Proficient communication skills (phone, email, face‑to‑face)
• Customer orientation and ability to adapt/respond to patient escalation issues
• Ability to pick up software quickly
• Thrives in a fast‑paced environment
• Ability to handle private patient information
• Ability to multi‑task, prioritize, and manage time effectively
• Detail‑oriented and able to work productively on tedious work
• Spanish speaking is a plus
• 1+ years of experience using CRM, EMR, PM or other enterprise resource management software
• 2+ years of experience in a customer service healthcare environment (preferred)

Benefits

• Medical, Dental and Vision Insurance
• Generous Paid Time Off and 10 Paid Holidays
• Free Allergy Testing and Discounted Treatments
• 401(k) + Generous Employer Match
• Employee rewards program
• + More!

Schedule

Full‑time onsite: Monday–Thursday, 8:00 a.m.–5:00 p.m.; Friday, 8:00 a.m.–12:00 p.m.