Orthopedic Practice Scheduling Specialist

Hand and Microsurgery Associates•Columbus, OH

50d

About The Position

Position Summary: The Scheduling Specialist serves as the primary point of contact for patients seeking orthopedic care. This role is responsible for accurately scheduling appointments, managing referrals, gathering required demographic and insurance information, and ensuring timely access to providers while delivering a high level of patient service. Accuracy, efficiency, and professionalism are essential to support clinic flow and revenue cycle success. Summary Primary Responsibilities - Communications : Patient Scheduling & Access Answer high-volume inbound calls in a professional, courteous manner Schedule new and established patient appointments according to provider templates, urgency, and practice protocols Appropriately triage appointment requests (routine, urgent, post-op, imaging follow-up, etc.) Coordinate appointments across multiple providers, locations, and services (clinic, imaging, therapy, procedures) Manage rescheduling, cancellations, and waitlists to optimize provider availability Referrals & Documentation Receive, review, and process referrals from external providers Ensure required referral documentation is complete prior to scheduling Communicate with referring offices as needed to obtain missing information Document all patient interactions accurately in the electronic medical record (EMR) Insurance & Demographics Collect and verify patient demographics and insurance information at the time of scheduling Confirm reason for visit, affected body part, laterality, and prior imaging or treatment Demonstrates working knowledge of common insurance plans, referral requirements, and benefit limitations to ensure appropriate scheduling and minimize downstream billing issues Customer Service & Communication Provide clear, compassionate communication to patients who may be in pain or distressed Set appropriate expectations regarding appointment availability, arrival time, and visit preparation Collaborate closely with clinical staff, billing, referrals, and leadership to ensure smooth patient flow Escalate concerns or complex scheduling issues to leadership when needed Performance & Compliance Follow HIPAA and practice policies at all times Participate in training, process improvement initiatives, and team meetings Train and mentor incoming staff Special projects and other duties as assigned

Requirements

Two or more years' experience in patient scheduling in a private practice
Proven ability to adhere to deadlines
Critical thinking and decision-making skills
Strong communication skills
Solid software skills related to learning third party programs
Microsoft Office and Windows fluency
Detail oriented and highly dependable
Ability to type 30 words per minute

Nice To Haves

Orthopedic office patient care and scheduling experience preferred
Five years customer service/ communication experience in health care setting preferred
Health care insurance and medical terminology preferred

Responsibilities

Answer high-volume inbound calls in a professional, courteous manner
Schedule new and established patient appointments according to provider templates, urgency, and practice protocols
Appropriately triage appointment requests (routine, urgent, post-op, imaging follow-up, etc.)
Coordinate appointments across multiple providers, locations, and services (clinic, imaging, therapy, procedures)
Manage rescheduling, cancellations, and waitlists to optimize provider availability
Receive, review, and process referrals from external providers
Ensure required referral documentation is complete prior to scheduling
Communicate with referring offices as needed to obtain missing information
Document all patient interactions accurately in the electronic medical record (EMR)
Collect and verify patient demographics and insurance information at the time of scheduling
Confirm reason for visit, affected body part, laterality, and prior imaging or treatment
Provide clear, compassionate communication to patients who may be in pain or distressed
Set appropriate expectations regarding appointment availability, arrival time, and visit preparation
Collaborate closely with clinical staff, billing, referrals, and leadership to ensure smooth patient flow
Escalate concerns or complex scheduling issues to leadership when needed
Follow HIPAA and practice policies at all times
Participate in training, process improvement initiatives, and team meetings
Train and mentor incoming staff
Special projects and other duties as assigned