Appointment Scheduler - Primary Care (Colony Care Center)

The Villages Health•The Villages, FL

1d•Onsite

About The Position

The Villages Health is a patient-centered primary care driven, multi-specialty medical group with over 800 team members. Their unique care model provides both the time and resources to truly care for patients, along with a company culture that supports a healthy work-life balance for team members. The purpose, mission, and vision of The Villages Health is to empower Villagers and the surrounding communities to live out their dreams by keeping them healthy and healing them quickly. They are committed to changing the way healthcare is delivered and making a positive difference in the lives of their patients and the communities they serve, aiming to create America’s Healthiest Hometown. The Appointment Scheduler role involves using customer service principles and techniques to calmly and pleasantly interact with patients, scheduling appointments via phone, in person, or email, and ensuring the smooth flow and accuracy of scheduling systems.

Requirements

High school diploma or equivalent.
Minimum one year of experience in an appointment scheduling position, preferably in a medical practice setting.
Must pay attention to detail.
Ability to work with many interruptions.
Be able to multitask.
Knowledge of medical practice protocols related to scheduling appointments.
Knowledge of computerized scheduling systems.
Knowledge of customer service principles and techniques.
Skill in communicating effectively with physicians/clinicians about scheduling preferences.
Skill in maintaining master appointment schedule via computerized means.
Skill in maintaining each provider’s master template including the ability to make changes to each template for meetings, time off, etc.
Skill in producing reports about appointment patterns as needed.
Skill in tact and diplomacy in interpersonal interactions.
Ability to multitask effectively, dealing with phone calls, and in-office patients, staff, and other pleasantly.
Ability to communicate calmly and clearly with patients about appointments in all circumstances including when they are ill or have an emergency.
Ability to analyze situations and respond appropriately.

Responsibilities

Uses customer service principles and techniques to deal with patients calmly and pleasantly.
Schedules appointments for patients by phone when they call in, or in person after an office visit, or by email through our website.
The practice offers same-day appointments and schedules these appointments following acute care protocols, which may mean scheduling the patient with a physician or physician assistant other than their primary physician. Responsible for ensuring smooth flow of the schedules.
Uses computerized system to match physician availability with patient’s preference in terms of date and time, and office location.
Maintains scheduling system so records are accurate and complete and can be used to analyze patient/staffing patterns.
Ensures that updates (e.g., cancellations or additions) are input daily into master schedule.
Schedule provider time off requests and schedule/reschedule patients as needed.
Communicates as needed with physicians/clinicians and other staff about any patient concerns/issues related to scheduling. Consults with Clerical Supervisor about any system problems.
Other duties as assigned.