Appointment Coordinator (11567)

First Urology P S C•Louisville, KY

5d•Onsite

About The Position

The Appointment Coordinator is a specialized administrative role focused on managing schedules, client-facing communications, and operational flow. The position is with First Urology’s Phone Services department at the Dupont location and is conducted in office on a Monday-through-Friday day shift. The coordinator reports to the Access Center Manager. First Urology is an independent urology practice serving Louisville, Kentucky, and Southern Indiana. The organization provides comprehensive urologic care and describes a workplace culture centered on teamwork, respect, integrity, and ongoing growth. The role handles incoming calls and appointment coordination, responds to basic caller inquiries, maintains phone and voicemail systems, and supports administrative workflows. The position requires a high school diploma or GED, relevant phone and office experience, familiarity with medical terminology and HIPAA requirements, and proficiency with office and electronic medical record software.

Requirements

High school diploma or GED.
At least one year of call center experience or experience with a multi-line or automated phone system.
At least one year of clerical work in a physician office setting.
Two years of full-time experience in a professional office environment.
Working knowledge of medical terminology.
Knowledge and understanding of HIPAA requirements.
Excellent written and verbal command of English.
Demonstrated data-entry skills and advanced software use, including Microsoft Office and electronic medical record platforms.
Telephone customer service experience.
Excellent verbal communication and active listening skills.
Strong organizational and multitasking abilities, with the ability to prioritize tasks and manage time in a fast-paced environment.
Professional and courteous phone etiquette, including the ability to maintain a professional presence while spending most of the day on the phone.
Familiarity with VoIP and multi-line phone systems.
Strong analytical and problem-solving skills with attention to detail.

Nice To Haves

Associate degree or higher.
Inbound appointment scheduling experience.
Current Medical Assistant certification or another nationally recognized medical certification.
Previous experience in urologic medicine in check-in/check-out, scheduling, Medical Assistant, or nursing work.
Experience with EHR systems, Isalus, Telemed, or Shoretel.
Undergraduate degree in business or a health-related field from an accredited university.

Responsibilities

Answer and route incoming calls professionally and in a timely manner.
Maintain a daily call log and record detailed information when needed.
Operate multi-line phone systems effectively.
Schedule, coordinate, and confirm phone appointments or meetings.
Provide accurate information to callers or transfer calls to the appropriate department or personnel.
Handle and resolve basic customer inquiries or issues by phone.
Maintain and regularly check voicemail and phone message systems.
Collaborate with team members to improve communication workflows.
Assist with administrative tasks, including email communication and data entry.

Benefits

401(k) company contribution of 7.5% of annual salary, whether or not the employee contributes.
Health insurance.
Dental insurance.
Vision insurance.
Company-paid life insurance.
Company-paid AD&D coverage of $20,000.
Company-paid long-term disability coverage at 60%.
10 days of vacation time.
6 days of sick time.
8 paid holidays.
Milestone checks.
Cabin/condo for vacations.
Opportunities for professional development.