Schedule Coordinator - Dallas - Texas Orthopaedic Associates
About The Position
The Schedule Coordinator owns provider schedule templates and scheduling preferences for the practice. The role creates and maintains templates in athenahealth (athenaOne) and Relatient (Radix), keeps the systems aligned, and manages approved template changes to support provider utilization. The coordinator works with the Chief Operations Officer, Office Managers, and physicians; updates provider out-of-office information; and coordinates patient rescheduling when providers are unavailable. The position also supports patient scheduling by answering calls, returning voicemails, processing scheduling requests and referrals, and registering or updating patient records in Athena. It maintains provider scheduling documentation and audit records, monitors scheduling systems and workflows, and works with clinic teams and technical support to resolve issues.
Requirements
- High school diploma or equivalent.
- At least 1–2 years of patient scheduling experience in a multi-provider medical practice.
- Hands-on experience scheduling in athenahealth (athenaOne).
- Exceptional attention to detail and accuracy when building and auditing schedules.
- Understanding of appointment types and how insurance, referral, and authorization requirements affect scheduling.
- Strong communication skills with physicians, managers, and patients, including professional phone etiquette.
- Strong organizational skills and ability to balance template work with phone and queue coverage.
- Proficiency in Microsoft Office, especially Excel for tracking and audits.
- No licensure or certification required.
Nice To Haves
- Specialty practice experience.
- Experience building or maintaining provider schedule templates.
- Experience with Relatient (Radix) or another online patient scheduling platform.
Responsibilities
- Own provider schedule templates in athenahealth (athenaOne) and Relatient (Radix), and serve as the contact for template modification requests.
- Create and maintain provider templates, including appointment slot counts and types, appointment order, start and end times, blocks, and out-of-office time.
- Keep Athena and Relatient appointment types, provider availability, and scheduling rules aligned.
- Work with the Chief Operations Officer, Office Managers, and physicians on template requirements, clinic flow, and upcoming changes.
- Update the practice call calendar to reflect provider absences.
- Maintain provider template and scheduling preferences, including appointment guidelines and insurance rules and limitations.
- Update preferences in Athena and Relatient when guidelines change, and communicate changes to relevant teams.
- Maintain the scheduling audit tracking spreadsheet, documenting findings, corrections, and workflow improvements.
- Monitor provider schedules for open slots, unused capacity, and gaps, and recommend adjustments to improve provider utilization.
- Audit Athena templates and Relatient scheduling functionality for accuracy, efficiency, and alignment with provider preferences and clinic needs.
- Identify scheduling errors, conflicts, and inefficiencies, and coordinate corrections with providers, clinic leadership, and scheduling teams.
- Monitor scheduling system performance and escalate technical or workflow issues to the EMR Specialist, leadership, or IT support as needed.
- Apply approved provider out-of-office and other template changes promptly in Athena and Relatient.
- Identify patients affected by template changes or provider absences, contact them to reschedule, and track contact attempts and outcomes with Office Managers until complete.
- Communicate template and provider schedule changes to providers, Office Managers, and reception teams.
- Handle scheduling calls every Monday unless an emergent template or provider change requires immediate attention.
- Answer inbound calls from scheduling queues and redirect calls to appropriate departments as needed.
- Return voicemails and make second and third attempts to reach patients who left messages.
- Complete scheduling tasks, messages, requests, referrals, faxes, and online appointment requests.
- Schedule, reschedule, cancel, and confirm appointments according to insurance rules and provider preferences, and create EMR entries for cancelled appointments.
- Register new patients and update existing patient demographics in Athena.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
