Scheduler

Diabetes & Glandular Disease Clinic, P.A. • San Antonio, TX

8d

About The Position

The Scheduler schedules appointments and interacts with patients by telephone in a call center environment. The role requires effective multitasking, accurate call handling, time management, and a strong focus on customer service. The Scheduler handles patient and other incoming calls, answers general questions, uses the EMR system to access or create patient records, and coordinates appointment availability and schedule changes. The role also explains fees and patient financial responsibilities, communicates appointment preparation requirements, follows up with patients, and safeguards confidential medical information.

Requirements

• High school diploma or equivalent.
• At least 1 year of relevant experience and/or training, or an equivalent combination of education and experience, in a medical call center role.
• Knowledge of EMR systems; Athena is preferred.
• Knowledge of front- and back-office procedures.
• Knowledge of HIPAA.
• Knowledge of basic medical terminology.
• General understanding of Explanation of Benefits (EOBs) and ability to interpret them.
• Ability to operate basic office equipment.
• Proper telephone etiquette.
• Ability to read, understand, and follow oral and written instructions.
• Strong organization and attention to detail.
• Ability to work effectively under pressure and multitask while answering multiple phone calls.
• Skill in managing provider schedules, prioritizing tasks, and managing time.
• Ability to interact cooperatively with patients and staff, build rapport, and provide excellent customer service.
• Ability to interpret and respond appropriately to instructions.
• Ability to recognize when calls should be escalated.

Responsibilities

• Schedule patient appointments according to scheduling rules and confirm the date, time, location, and provider with callers.
• Answer calls promptly and professionally while following call center scripts.
• Handle incoming calls from patients, schedule appointments, and answer general questions and inquiries.
• Use the EMR system to access existing patient information or create new patients in the scheduling tool.
• Receive, direct, and relay telephone and fax information.
• Provide callers with available appointment timeslots.
• Communicate add-ons, delays, cancellations, and no-shows to the Clinic Coordinator, and remind callers of cancellation and no-show policies.
• Enter detailed patient information using multiple computer screens.
• Explain current fees and patient financial responsibility, including payment due for existing balances at or before the next appointment.
• Inform callers about appointment preparation requirements, such as insurance and identification, and applicable policies and procedures.
• Schedule appointments to support efficient patient flow based on predetermined availability.
• Safeguard medical records and confidential patient information; complete diagnostic and procedure coding as described in the posting.
• Follow up with patients.
• Escalate calls to a manager, nurse, or provider when appropriate and use sound judgment when handling dissatisfied patients.

What This Job Offers

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