Appointment Scheduler

Urology Centers of Alabama•Homewood, AL

1d•Onsite

About The Position

The Appointment Scheduler is responsible for managing patient appointments, verifying insurance information, and ensuring efficient provider schedule utilization. This role involves direct patient communication, accurate data entry into practice management and EHR systems, and collaboration with various internal teams to facilitate patient care and optimize scheduling processes. The scheduler must maintain confidentiality, adhere to compliance regulations, and contribute to process improvement initiatives.

Requirements

High School education
Maintain a high level of scheduling accuracy and follow all provider specific scheduling guidelines.
Meet established departmental standards for call handling, productivity, availability, and attendance.
Verify and accurately document patient demographic and insurance information.
Identify and appropriately communicate referral, authorization, and insurance requirements.
Demonstrate excellent customer service, professionalism, compassion, and effective communication.
Complete assigned tasks, patient messages, and follow up responsibilities in a timely manner.
Collaborate with clinical and administrative teams to improve patient access and reduce scheduling errors.
Remain adaptable to changes in scheduling procedures, technology, staffing, and organizational workflows.
Demonstrate UCA's core values: Communicate, Collaborate, Adapt, Respect, Excel, and Serve.

Nice To Haves

Experience in a call center environment.
Familiarity with practice management and electronic health record systems.

Responsibilities

Schedule new and established patient appointments for all physicians and advanced practice providers in accordance with approved scheduling templates, provider preferences, and established scheduling guidelines.
Obtain, verify, and accurately document patient demographic and insurance information during the scheduling process.
Identify insurance requirements, including referrals, prior authorizations, and network participation, and communicate necessary follow-up actions to the appropriate team.
Offer patients the earliest appropriate appointment availability and alternative physicians, advanced practice providers, or locations when applicable.
Work to improve patient access, reduce scheduling delays, and maximize provider schedule utilization.
Maintain a thorough understanding of physician scheduling templates, appointment types, provider rules, scheduling restrictions, and location assignments.
Schedule, confirm, cancel, and reschedule patient appointments as needed, ensuring all changes are accurately documented and communicated.
Identify urgent appointment requests and promptly communicate them to the appropriate medical secretary, clinical staff, triage nurse, or provider for review and further direction.
Provide professional, courteous, and compassionate service during all patient interactions.
Clearly communicate appointment details, office locations, arrival times, required documentation, and other relevant scheduling instructions.
Manage incoming and outgoing calls efficiently while meeting established departmental expectations for call handling, availability, scheduling accuracy, productivity, and customer service.
Accurately enter, verify, and maintain patient demographics, insurance information, appointment details, and scheduling notes within the practice management and electronic health record systems.
Identify appointments requiring insurance referrals, prior authorizations, or additional documentation and notify the appropriate personnel.
Assist with filling available appointments, minimizing scheduling gaps, managing cancellations, and identifying opportunities to improve appointment availability and provider schedule utilization.
Communicate effectively with medical secretaries, front desk personnel, clinical teams, referral coordinators, and management to resolve scheduling concerns and address patient needs.
Accurately document patient requests, route messages to the appropriate team or department, and complete assigned scheduling follow-up tasks.
Assist with appointment confirmations, patient outreach, and rescheduling efforts as assigned.
Protect patient information and maintain confidentiality in accordance with HIPAA regulations, organizational policies, and applicable healthcare requirements.
Participate in required staff meetings, departmental training, continuing education, and workflow improvement initiatives.
Maintain current knowledge of scheduling systems, departmental procedures, and operational changes.
Demonstrate dependability, professionalism, teamwork, and accountability.
Identify scheduling challenges, workflow inefficiencies, and recurring patient access concerns, and communicate recommendations to leadership.
Perform other related duties as assigned by departmental leadership.