Scheduling Coordinator

InnovAge•Lakewood, CO

About The Position

The Scheduling Coordinator supports participant care by performing receptionist duties, escorting participants to exam rooms, scheduling and coordinating appointments between participants and providers, and providing clerical and administrative support to clinic functions. The role coordinates complex specialty appointments and referrals, maintains appointment information and related care coordination documentation in Epic, and helps ensure timely access to care. The position works closely with clinical teams, the Interdisciplinary Team (IDT), Transportation Department, Adult Day Health Center (ADHC), clinic staff, participants, caregivers, and external specialist offices. It also supports clinic workflows, participant check-in, authorizations, consultation notes, diagnostic results, audits, quality reviews, and process-improvement efforts. The position reports to the Regional Scheduling Manager. Travel is not required.

Requirements

At least 1 year of administrative, clerical, and medical administrative experience, including filing, record keeping, data entry, and customer service.
At least 1 year of scheduling experience.
Recent medical scheduling experience within the last 1–2 years of employment.
3–5 years of customer service experience.
Remote work experience.
Knowledge of medical terminology.
Experience with an electronic medical record (EMR).
Ability to perform the essential duties satisfactorily; reasonable accommodation may be made for individuals with disabilities.

Nice To Haves

Clinic healthcare experience in a geriatrics setting.
Experience as a Nursing Assistant in home care, long-term care, daycare, or a group home.
Experience using Epic EMR.

Responsibilities

Schedule appointments with external network specialists for consultations and procedures ordered by PACE Primary Care Physicians.
Prioritize appointments according to Expected By Date and clinical urgency as directed by medical staff.
Collaborate with clinical teams to manage participant flow and ensure timely access to care.
Meet or exceed scheduling productivity standards.
Accurately document appointment data, updates, scheduling activities, and participant interactions in Epic.
Coordinate with participants, caregivers, providers, and external specialist offices, communicate appointment details, and resolve scheduling conflicts.
Provide attentive, responsive, and professional service in interactions with participants and providers.
Coordinate complex medical appointments, referrals, and specialty care services.
Obtain and track consultation notes and diagnostic testing results.
Manage clinic-based scheduling workflows and participant care coordination activities.
Perform front-office clinic support, including participant check-in and appointment management.
Prepare and coordinate authorizations related to specialty referrals and services.
Collaborate with the IDT, Transportation Department, ADHC, and clinic staff to coordinate appointments and support services in line with participant care plans and operational priorities.
Participate in IDT meetings as appropriate to communicate scheduling updates, identify access barriers, and support resolution of participant care needs.
Coordinate schedule changes, transportation adjustments, medically necessary escorts, and coverage needs with internal departments.
Support internal audits, quality reviews, and process-improvement initiatives to help ensure compliance with organizational policies, regulatory requirements, and productivity standards.
Perform other duties as assigned by the Regional Scheduling Manager.