Scheduler, Clinic

Shenandoah Medical Center • Shenandoah, IA

5d

About The Position

The Clinic Scheduler is responsible for coordinating the scheduling of new patient consultations, routine follow-up appointments, and same-day urgent appointments. This role ensures that all necessary documentation is received prior to scheduling, maintains communication with referring provider offices, and tracks referral statuses. The scheduler also manages follow-up appointments at clinically appropriate intervals, monitors recall lists, and assists with rescheduling missed appointments to ensure continuity of care. Additionally, the position involves facilitating urgent appointments, collaborating with clinical staff, and completing pre-registration for scheduled patients to ensure accurate demographic, insurance, and contact information. Continuous monitoring of schedules for changes and cancellations to optimize access and utilization, along with utilizing reminder systems to confirm appointments and reduce no-shows, are key aspects of this role. The scheduler also performs other duties as assigned.

Requirements

• Coordination of new patient consultations
• Management of referral information
• Adherence to provider guidelines and appointment availability
• Ensuring receipt of required documentation
• Communication with referring provider offices
• Tracking referral status, appointment completion, and no-shows/cancellations
• Scheduling follow-up appointments at appropriate intervals
• Maintaining accurate patient demographics and contact information
• Monitoring recall lists and rescheduling missed appointments
• Facilitating urgent or same-day appointments
• Collaboration with nursing or clinical staff
• Coordination of next-day, urgent follow-up, and add-on appointments
• Balancing provider capacity and clinic flow
• Direct communication with providers, nursing staff, and support personnel
• Completion of pre-registration for scheduled patients
• Verification of eligibility
• Updating guarantor and payer information
• Confirmation of primary care provider and referral requirements
• Continuous monitoring of schedules for changes, cancellations, and openings
• Optimization of access and utilization
• Utilization of reminder systems and outreach processes
• Addressing schedule adjustments
• Reduction of no-shows

Responsibilities

• Coordinates scheduling of new patient consultations for primary care and internal specialty services based on referral information, provider guidelines, and appointment availability.
• Ensures receipt of required documentation prior to scheduling and maintains communication with referring provider offices to obtain missing information when necessary.
• Tracks referral status, appointment completion, and no-show or canceled new patient visits according to clinic protocol.
• Schedules follow-up appointments at clinically appropriate intervals based on provider recommendations and patient needs.
• Maintains accurate patient demographics and contact information to support outreach and reminder processes.
• Monitors recall lists and assist with rescheduling missed or canceled follow-up appointments to support continuity of care.
• Facilitates scheduling of urgent or same-day appointments in accordance with clinic protocols and provider availability.
• Collaborates with nursing or clinical staff to determine appropriate placement of urgent visits and transfers patients to clinical personnel when triage is required.
• Coordinates next-day, urgent follow-up, and add-on appointments while balancing provider capacity and clinic flow.
• Communicates directly with providers, nursing staff, and support personnel to ensure appropriate scheduling and preparation for the visit.
• Completes pre-registration for scheduled patients to ensure accurate demographics, insurance, and contact information prior to the visit.
• Verifies eligibility when applicable, updates guarantor and payer information, confirms primary care provider and referral requirements.
• Continuously monitors schedules for changes, cancelations, and opening to optimize access and utilization.
• Utilizes reminder systems and outreach processes to confirm appointments, address schedules adjustments, and reduce no-shows when applicable.
• Performs other duties as assigned.

What This Job Offers

• Career Level: Entry Level
• Education Level: No Education Listed