Patient Scheduler

Meeker Memorial Hospital & Clinics•Litchfield, MN

6d•$18 - $25

About The Position

This is a non-clinical position responsible for managing referral work queues, coordinating referral appointments, and scheduling clinic visits to support timely access to care. The Patient Scheduler serves as a liaison among patients, providers, internal departments, and external facilities, helping maintain efficient operations and a positive patient experience. The role manages referral information and appointment scheduling, communicates with patients about referral and appointment details, tracks referral progress, and keeps documentation accurate. It also supports patient access and provider productivity by coordinating schedules, handling changes and wait lists, verifying appointment information, and collaborating with care teams. The position requires patient-centered communication, confidentiality, adherence to clinic and regulatory policies, and participation in training, meetings, safety procedures, and disaster-response protocols. The position is based at the Legal Address in Litchfield, Minnesota. It is full-time and has a day shift. The listed hourly salary range is $18.20–$24.98.

Requirements

High school diploma or equivalent.
At least 1–2 years of experience in a medical office, patient access, scheduling, or referral role.
Strong computer skills and ability to navigate electronic medical records.
Excellent organizational, communication, and customer-service skills.
Ability to manage multiple tasks, prioritize work, and meet deadlines.
Attention to detail and accuracy.
Strong time-management and problem-solving skills.
Ability to work independently and as part of a team.
Professional, patient-centered approach to service.
Adaptability in a fast-paced clinical environment.
Ability to incorporate AIDET into customer service and professional practice and communicate effectively with patients, families, and others.
Knowledge of the role in maintaining patient confidentiality and protecting patient information from unauthorized access, use, or disclosure under HIPAA.
Ability to demonstrate the knowledge and skills necessary to provide population-specific care or assistance.
Ability to read, interpret, and act on documents and information needed to perform the job; write routine reports and correspondence; and communicate clearly in writing and verbally to varied audiences.
Ability to perform basic mathematical calculations using whole numbers, common fractions, and decimals; calculate amounts such as discounts, interest, and commissions; and verify insurance, copays, and billing information accurately.
Ability to meet the described physical demands, including frequently lifting or moving up to 25 pounds and occasionally up to 35 pounds; use an assistive device or team assistance for loads over 35 pounds.
Ability to meet the physical demands of rural hospital and clinic work, including during emergencies or disaster protocols.

Nice To Haves

Previous customer-service experience in a hospital or clinic setting.
Understanding of medical terminology, insurance and referral processes, and medical office procedures.
Experience with referral work queues and appointment-scheduling systems.
Knowledge of Microsoft Office Suite, including Word, Excel, and Outlook; secure messaging applications; and collaborative tools such as Microsoft Teams or Google Workspace.
Knowledge of the Paycom HRIS system and related software, including Epic EMR, scheduling software, and multi-line phone systems.

Responsibilities

Manage and process referral work queues in the electronic medical record accurately and promptly.
Review referrals for completeness and direct questions or discrepancies to the appropriate clinical team.
Coordinate and schedule referral appointments with internal departments and external providers.
Communicate referral details, appointment information, and preparation instructions to patients.
Track referral status and follow up to ensure referrals are completed and closed.
Maintain accurate referral documentation in accordance with clinic and regulatory standards.
Schedule in-clinic appointments according to provider templates, clinic guidelines, and patient needs.
Optimize schedules to support provider productivity and patient access.
Assist with rescheduling, cancellations, and wait-list management.
Verify appointment details and document accurate demographic and insurance information.
Provide clear, courteous, and compassionate communication as a patient advocate.
Respond to patient inquiries related to referrals, scheduling, and appointment coordination.
Maintain patient confidentiality and HIPAA compliance in all interactions.
Work with providers, nursing staff, and care teams to support timely access to care.
Escalate complex or unclear referrals appropriately.
Participate in process-improvement initiatives involving patient access, referrals, and scheduling workflows.
Follow MMHC compliance standards, policies, procedures, guidelines, and applicable regulatory requirements.
Attend mandatory education, department training, and meetings, and demonstrate proficiency in safety and regulatory compliance.
Follow exposure-control procedures for bloodborne and airborne pathogens and participate in shelter-in-place and disaster-response protocols.
Maintain appropriate attire and identification, punctuality, attendance, and confidentiality standards.