8 MEDICAL SCHEDULING COORDINATOR

ABF Medical Clinic Scheduler

Location: In-Office
Job Type: Full-Time
Reports To: Office Manager

Job Summary:

The Medical Clinic Scheduler is responsible for managing patient appointments efficiently, ensuring a smooth scheduling process for both in-office and Telehealth visits. This role involves handling scheduling inquiries, confirming appointments, updating patient records, verifying insurance, and assisting with front desk duties such as providing new patient packets, collecting copays, and maintaining strong communication with the billing department.

Key Responsibilities:

Appointment Scheduling & Management:

• Schedule 25-30 in-office patient appointments and 25 Telehealth appointments daily.
• Ensure providers' schedules are optimized while minimizing patient wait times.
• Make daily confirmation calls to patients for their scheduled appointments.
• Handle all scheduling-related questions and appointment modifications.
• Reschedule appointments as needed, including managing cancellations and no-shows.
• Provide status updates on the overall number of scheduled patients daily.

Patient Communication & Record Management:

• Chart patient appointment details and updates in the electronic health records (EHR) system.
• Verify and update patient demographic information, including phone number, address, and emergency contacts.
• Assist with providing new patient packets and ensuring all necessary documentation is completed.
• Assist patients with completing assessment forms upon check-in.
• Answer phone calls and respond to inquiries in a professional and courteous manner.

Insurance & Billing Coordination:

• Verify patient insurance eligibility and benefits before appointments.
• Update patient insurance details in the system as needed.
• Collect copays, deductibles, and outstanding balances at check-in.
• Maintain effective communication with the billing department regarding insurance issues and payment collections.

Administrative & Front Desk Support:

• Ensure the waiting area remains organized and welcoming for patients.
• Coordinate with medical assistants and providers to ensure patient flow efficiency.
• Assist with scanning and uploading documents into patient records.
• Maintain confidentiality of all patient information in compliance with HIPAA regulations.

Reporting & Daily Updates:

• Provide daily reports on scheduled appointments, cancellations, and patient volume to the office manager.
• Track and report trends in no-shows, cancellations, and scheduling patterns.
• Communicate with providers about their daily schedules and patient load.

Additional Duties:

• Assist with patient outreach for follow-up appointments and routine care reminders.
• Coordinate with referral coordinators to schedule specialist or diagnostic appointments when needed.
• Support clinic staff with any additional administrative tasks as assigned.

Qualifications & Skills:

• Experience: 1-2 years in medical scheduling, front desk, or administrative role in a healthcare setting preferred.
• Education: High school diploma or equivalent required; additional certification in medical administration is a plus.
• Skills:
  • Strong multitasking and organizational skills.
  • Excellent communication and interpersonal skills.
  • Proficiency in using Electronic Health Records (EHR) systems.
  • Knowledge of medical terminology, insurance verification, and billing processes.
  • Ability to work efficiently in a fast-paced clinical environment.
  • Strong attention to detail and problem-solving abilities.

Work Schedule:

• Monday – Friday, (Mon-Thurs 8am-5pm) (Fri-9am-3pm)