Patient Scheduling Coordinator Cardiology

Advocate Health and Hospitals Corporation • Wake Forest, NC

1d

About The Position

The Patient Scheduling Coordinator supports cardiology clinic operations by coordinating patient appointments, testing, consultations, surgeries, and related administrative and financial activities. The role requires managing high call volumes, coordinating schedules across multiple providers and locations, and maintaining accuracy in a fast-paced healthcare setting. Occasional travel to outreach clinic locations may be required based on operational needs and staffing support requirements.

The coordinator uses independent judgment to schedule new and returning patients, assess appointment timing based on telephone conversations and chart review, and coordinate diagnostic testing and laboratory work. The role also prepares patient charts, handles inquiries and complaints, supports billing and insurance processes, and works with physicians, nurses, patients, external providers, and testing laboratories to ensure care-related arrangements and paperwork are complete.

Requirements

• High school diploma or GED equivalent.
• Three years of clerical experience, including six months at Patient Scheduling Coordinator level or equivalent.
• Complete the certification program and maintain accuracy standards.
• BCLS certification required within 30 days of hire.
• Proficiency with electronic medical record systems and scheduling platforms.
• Strong computer skills, including Microsoft Office applications.
• Ability to multitask and prioritize effectively in a high-volume healthcare setting.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and professionalism when handling sensitive patient information.
• Demonstrated customer service experience, preferably in a healthcare environment.
• Knowledge of third-party payer requirements and basic ICD-9 and CPT coding, or willingness to complete courses upon employment.
• Data-entry accuracy of 5,000 keystrokes per hour with an error rate of 3% or less.
• Ability to function independently in an intensive clinical setting.
• Ability to perform multiple tasks simultaneously.
• Strong customer service focus.

Nice To Haves

• Experience using IDX, Medipac, and LastWord.
• Experience with managed care or a health insurance company.
• Previous patient scheduling experience in a specialty medical practice.
• Experience using Encompass and other healthcare scheduling systems.
• Strong patient-service and customer-experience background.
• Proven ability to manage complex provider schedules and appointment coordination.
• Experience working across multiple clinic locations and providers.
• Strong problem-solving skills, attention to detail, and ability to adapt to changing priorities.
• Ability to build positive relationships with patients, providers, and interdisciplinary team members.

Responsibilities

• Schedule clinical appointments for new and returning patients using the IDX system, applying judgment to prioritize appointments.
• Follow Clinical Operations standards to support a cooperative work and patient-care environment.
• Coordinate laboratory work and diagnostic testing, anticipating needs based on patient requirements and coordinating with relevant clinicians and outside laboratories.
• Assess by telephone how soon patients should be seen based on experience and examination of patient charts.
• Coordinate with physicians, external physicians, patients, nurses, and outside testing laboratories to ensure necessary tests are completed and paperwork is in order.
• Coordinate departmental consult services as directed.
• Arrange inpatient testing, using judgment about condition seriousness, transportation, timing, and test types.
• Prepare patient charts before visits, including chart work-up.
• Answer questions about clinic policies and procedures.
• Initiate and facilitate resolution of patient issues and complaints, involving other Medical Center professionals as needed.
• Provide excellent customer service and accommodate patients’ special needs, such as interpreter services.
• Assist in training less experienced personnel as instructed.
• Process transaction editing system (TES) files by obtaining requested information.
• Perform medical coding as needed to support proper billing for services rendered.
• Coordinate surgeries, considering timing, required instruments, room availability, and physician schedules.
• Obtain precertification and coordinate activities with NCBH as required.
• Ensure patients have necessary information.
• Perform financial duties, including authorizing or obtaining insurance authorization, reviewing encounter forms, assisting with medical coding, and helping patients with billing questions.
• Complete required educational programs to remain current and meet compliance requirements.
• Successfully complete the WFUP Certification Program.
• Attend and participate regularly in WFUP Clinical Operations Departmental meetings.
• Perform other related duties incidental to the work described.

Benefits

• Paid time off programs.
• Medical, dental, vision, life, and short- and long-term disability benefits.
• Flexible Spending Accounts for eligible health care and dependent care expenses.
• Adoption assistance and paid parental leave.
• Defined contribution retirement plans with employer match and other financial wellness programs.
• Educational Assistance Program.
• Premium pay such as shift and on-call pay, based on teammate circumstances.
• Incentive pay for select positions.
• Opportunity for annual increases based on performance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED