Scheduling Specialist

• Schedules patient appointments for consultations, tests, procedures, and follow-ups, ensuring proper allocation of time and resources.

• Notifies patients of appointment confirmations, cancellations, or reschedules, as well as providing necessary information and instructions, ensuring a high level of patient satisfaction.

• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system.

• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.

• Tracks and manage patient cancellations and no-shows, ensuring timely rescheduling and minimizing disruptions.

• Provides general administrative assistance, including answering calls, managing patient referrals, and coordinating patient files.

• Receives orders from the Order Facilitator and reviews to make sure the orders are valid and complete.

• Asks patients the necessary questions for specific tests and provide the required procedure preparation or instructions.

• Prioritizes work efficiently, including processing STAT order timely.

• Notifies ordering offices if unable to contract their patient to schedule procedures.

• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.

• Communicates with physicians, nurses, and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.

• Performs other duties as assigned.

• Maintains regular and reliable attendance.

• Complies with all policies and standards.

• Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field preferred

• 0-2 years of experience in medical scheduling, administrative support, or customer service preferred

• 0-2 years of experience with electronic medical record (EMR) systems, scheduling software, or medical front desk operations preferred

• Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.

• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.

• Excellent verbal and written communication skills to effectively interact with patients, medical staff, and administrative teams.

• High attention to detail and accuracy, particularly in data entry and record-keeping.

• Ability to work in a fast-paced environment while maintaining a calm, professional demeanor.

• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.

• Knowledge of medical terminology is a plus.