Patient Scheduling Representative

One GI • Lansdowne, VA

2d • Onsite

About The Position

Colon, Stomach, & Liver Center is seeking a full-time Patient Scheduling Representative for its office in Lansdowne, Virginia. The role is scheduled Monday through Friday, 8:00 a.m. to 4:30 p.m., with no nights or weekends. The representative supports patient success by managing scheduling, referrals, patient communications, procedure preparation, and related administrative tasks in a gastroenterology practice.

Requirements

• High school diploma or equivalent.
• Formal training and at least one year of experience as a medical assistant, medical secretary, health unit coordinator, nursing assistant, or in a similar role; alternatively, at least two years of experience involving patient care.
• For the alternative experience pathway, ability to demonstrate familiarity with medication names and purposes, thorough understanding of basic medical terminology, basic knowledge of common diagnoses and surgeries, and patient health interviewing skills.

Nice To Haves

• Previous medical office experience.
• Medical terminology coursework.
• Bilingual in English and Spanish.

Responsibilities

• Update referral, demographic, and insurance information in the practice management database.
• Schedule office and procedure visits according to physician appointment parameters and preferences.
• Update referral and recall entries in the practice management system.
• Make decisions about safe procedure preparation and scheduling based on physician preferences.
• Select preparation information for patients and provide verbal education about procedure preparation to supplement written materials.
• Call preparation prescriptions to pharmacies when patients cannot receive prescriptions by mail.
• Communicate required pre-appointment follow-up, such as anticoagulant, antiplatelet, or ICD instructions, to clinical and/or endoscopy staff.
• Provide patients with appropriate forms, literature, and instructions.
• Clearly document patient interactions, education, and other communications.
• Communicate operational issues, day-to-day scheduling conflicts, and potential issues with referring physicians to the Scheduling Manager, Endoscopy Manager, or Clinic Manager as needed.
• Evaluate referrals and direct messages against physician preferences and practice guidelines, and initiate patient contact within 24–48 hours of a request.
• Seek physician or manager assistance when a referral falls outside normal parameters.
• Notify referring physicians of patient appointments or inability to schedule patients.
• Schedule specialty services and appointments, including BRAVO, CAP, EMR, ERCP, ESD, EUS, FMT, PEG, PNE, and hospital appointments.
• Monitor wait lists and reports for clinic and endoscopy follow-up appointments.
• Monitor the patient portal and g-reminders for patient communications.
• Help optimize physician or physician extender time by monitoring and condensing schedules.
• Pick up tasks and portal inbox messages for central scheduling.
• Process hospital follow-up and contact patients to schedule it, sending clinical follow-up to the appropriate clinical team member.

Benefits

• Paid time off.
• 401(k) plan with employer match.
• Education reimbursement opportunities with annual support based on employment status.
• Internal growth opportunities and training and development.
• Competitive health and supplemental benefits, with FSA and HSA options.
• Referral bonus for referring a successful candidate.

What This Job Offers

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