Schedule Coordinator - Dallas - Texas Orthopaedic Associates
About The Position
The Schedule Coordinator owns the practice’s provider schedule templates and scheduling preferences. The role creates and maintains templates in athenahealth (athenaOne) and Relatient (Radix), keeps both platforms aligned, and manages template changes to support provider utilization. The coordinator works with the Chief Operations Officer, Office Managers, and physicians; coordinates patient rescheduling when providers are out of the office; and supports scheduling operations by handling calls, voicemails, referrals, and other scheduling requests. The position also maintains provider scheduling guidelines, performs schedule and platform audits, identifies and resolves scheduling errors or inefficiencies, and tracks audit findings and workflow improvements. Patient scheduling support includes scheduling, rescheduling, canceling, and confirming appointments, registering patients, and updating demographic information in Athena. The role is based in a climate-controlled office with little or no potential interference from elements or sound. It typically involves an eight-hour workday, Monday through Friday. Work is primarily seated and involves frequent typing or handling paper; occasional tasks may include stooping, kneeling, crouching, crawling, and lifting objects up to 10 pounds.
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.
- Ability to meet the described physical demands, with reasonable accommodations as applicable.
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 point of contact for template modification requests.
- Create and maintain schedule templates, including appointment slot counts, appointment types and order, start and end times, blocks, and time out of office.
- Keep Athena templates aligned with Relatient appointment types, provider availability, and scheduling rules.
- Collaborate with the Chief Operations Officer, Office Managers, and physicians on template needs, 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 provider preferences in Athena and Relatient when guidelines change, and communicate updates to relevant teams.
- Maintain the scheduling audit tracking spreadsheet, documenting findings, corrections, and workflow improvements.
- Monitor provider schedules for open slots, unused capacity, and scheduling gaps, and recommend adjustments to maximize utilization.
- Audit Athena templates and Relatient scheduling functions for accuracy, efficiency, and alignment with provider preferences and operational 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 as needed.
- Apply approved provider out-of-office and other template changes in Athena and Relatient promptly.
- Identify patients affected by template changes or provider absences, contact them to reschedule, and track contact attempts and outcomes until complete.
- Communicate 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 callers to appropriate departments as needed.
- Return voicemails and make second and third attempts to reach patients who left voicemails.
- Process scheduling tasks, messages, requests, referrals, faxes, and online appointment requests.
- Schedule, reschedule, cancel, and confirm appointments according to insurance rules and provider preferences; create EMR entries for canceled 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
