PT/OT Scheduler

South Florida Orthopaedics & Sports Medicine PA•Stuart, FL

About The Position

Position Summary Responds to Therapy Services scheduling requests and accurately schedules Physical Therapy and Occupational/Hand Therapy appointments. Ensures appointments are scheduled according to provider guidelines, post-operative protocols, and insurance authorization requirements. Maintains accurate documentation and follows established departmental procedures. Duties and Responsibilities Responds to all NextGen tasks related to Therapy Services scheduling in a timely manner Schedules Physical Therapy and Occupational/Hand Therapy appointments according to established criteria and protocols Contacts patients to schedule initial evaluations and documents all outreach attempts in NextGen Accurately schedules appointments following therapist guidelines, template rules, and appointment length requirements Maintains working knowledge of therapy scheduling protocols, provider preferences, and booking rules Accurately enters patient demographics, referral information, body part, and appointment details into NextGen Maintains working knowledge of insurance participation, authorization requirements, and scheduling limitations Explains the authorization process and patient financial responsibility when requested, following established guidelines Communicates with the billing department regarding self-pay patients and ER referral cases per protocol Monitors daily therapy schedules and reschedules appointments as needed due to clinic closures or no-shows Contacts patients referred to outside therapy providers to confirm scheduling and ensures required documentation is received Utilizes LumaHealth for patient outreach, waitlists, reminders, and telehealth support per protocol Monitors Outlook mailboxes for referrals, appointment requests, and voicemails and responds according to established rotation Performs other duties as assigned

Requirements

Prior PT and/or medical appointment scheduling experience required
Ability to work efficiently in a fast-paced environment with strong attention to detail
EMR/Practice Management system experience strongly preferred
Strong computer and keyboarding skills
Professional communication skills with patients, providers, and staff
Primarily sedentary position with prolonged sitting and computer use
Occasional lifting up to 25 lbs
Ability to maintain focus and accuracy during extended periods of administrative work

Responsibilities

Responds to all NextGen tasks related to Therapy Services scheduling in a timely manner
Schedules Physical Therapy and Occupational/Hand Therapy appointments according to established criteria and protocols
Contacts patients to schedule initial evaluations and documents all outreach attempts in NextGen
Accurately schedules appointments following therapist guidelines, template rules, and appointment length requirements
Maintains working knowledge of therapy scheduling protocols, provider preferences, and booking rules
Accurately enters patient demographics, referral information, body part, and appointment details into NextGen
Maintains working knowledge of insurance participation, authorization requirements, and scheduling limitations
Explains the authorization process and patient financial responsibility when requested, following established guidelines
Communicates with the billing department regarding self-pay patients and ER referral cases per protocol
Monitors daily therapy schedules and reschedules appointments as needed due to clinic closures or no-shows
Contacts patients referred to outside therapy providers to confirm scheduling and ensures required documentation is received
Utilizes LumaHealth for patient outreach, waitlists, reminders, and telehealth support per protocol
Monitors Outlook mailboxes for referrals, appointment requests, and voicemails and responds according to established rotation
Performs other duties as assigned