Scheduling Specialist

JOB TITLE: Scheduling Specialist

DEPARTMENT: Clinic Services - Patient Access 

SUMMARY OF DUTIES: The Scheduling Specialist is responsible for managing and coordinating patient appointments, imaging, and diagnostic tests to ensure timely care delivery. This role involves handling both incoming and outgoing calls, reviewing patient orders, and entering data into the Electronic Medical Record (EMR) system. The specialist acts as a key liaison between patients, families, providers, and staff, ensuring clear communication and efficient clinic operations. The position requires a focus on providing high-quality customer service while maintaining a streamlined scheduling process and supporting the clinical team’s workflow.

ESSENTIAL FUNCTIONS:

1. Schedule and coordinate patient appointments, imaging, and diagnostic testing based on provider notes, referrals, and hospital records.

2. Process appointment changes, including rescheduling cancellations, ensuring timely communication with patients.

3. Prioritize and schedule appointments according to provider orders, clinical urgency, and nursing assessments.

4. Triage patient calls and redirects to ER, urgent care, or primary care based on established symptom guidelines.

5. Request and review outside medical records to ensure pre-appointment testing and documentation are complete.

6. Maintain and manage provider schedules to optimize availability, fill cancellations, and maximize efficiency using waitlists when appropriate.

PAY RANGE: $23-27/hr to start (dependent upon experience)

EMPLOYEE BENEFITS:

• Medical

• Dental

• Vision

• Colonial Life Elective Benefits

• Life Insurance

• Profit Sharing 401K

• HSA

• FSA

• Employee Assistance Program

• Wellness Program

• PTO- starting at up to 5.84 hours per pay period (increases with years of service)

• 8 paid holidays per year

• FMLA

This job description is intended to provide basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities, and working conditions may change as needs evolve.

EDUCATION: High School Diploma or equivalent. 

EXPERIENCE:

• Minimum of 1-2 years of experience scheduling in a medical practice or call center environment.

• Prior experience in a cardiology or specialty practice preferred.

• Proven ability to provide excellent patient service.