Administrative Assistant/Patient Services Scheduler

IVI RMA GLOBAL; Englewood (NJ); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Medical, Dental, Vision Insurance

401K Plan

PTO & Paid Holidays

Life Insurance & LTD & AD&D

Flexible Spending Accounts

Employee Assistance Program

Tuition Reimbursement

Job summary

IVI RMA Global in Englewood, NJ seeks an Administrative Assistant/Patient Services Scheduler to join our healthcare team. This full-time role supports scheduling for physicians, coordinates patient appointments, and ensures a smooth patient experience throughout the fertility journey.

You will manage provider schedules, confirm visits, document in EMR, and assist the care team while adhering to HIPAA and patient service standards.

Qualifications

• High School Diploma or GED is required.
• Associate’s degree is a plus.
• Area of study: Administrative Management or related field.
• 2+ years scheduling experience in medical settings.
• 3+ years in customer service in healthcare.
• Experience with medical/healthcare industry.
• Proficient with Microsoft Office and EMR systems.

Responsibilities

• Manages schedule of assigned provider(s) and resolves conflicts.
• Schedules and confirms patient appointments and records details.
• Uses EMR to enter notes and instructions for scheduling.
• Coordinates with care team to ensure comprehensive patient care.
• Provides patient information and answers scheduling questions.
• Obtains and documents informed consent as needed.
• Maintains accurate patient records and follows up on missing items.

Skills

Scheduling

Customer service

Healthcare experience

Education

High School Diploma or GED

Associate’s degree

Administrative Management or related field

Tools

MS Office

EMR

Job description

Join a team that helps create families every day. IVI RMA of North America, a leader in fertility care and innovation, is seeking a compassionate, organized, and patient-focused Administrative Assistant/Patient Services Scheduler to join our Englewood, NJ office. This is a full-time role working Monday to Friday 8:30am-4:30pm and every 7th Sunday with holiday rotation in Basking Ridge. In this highly visible role, you'll be the connection between patients and their care team, helping coordinate appointments, support physicians, and ensure an exceptional patient experience throughout the fertility journey. If you thrive in a fast-paced healthcare environment and are passionate about delivering outstanding service, we'd love to hear from you.

Job Purpose

The Patient Services Scheduler will maximize patient and Physician time. This role will proactively support the schedules of Physicians with high patient volume in order to provide patients with optimal care.

Essential Functions And Accountabilities

• Manages schedule of assigned provider(s); Assesses scheduling conflicts and problems with recommendations for solutions.
• Schedules and confirms patient appointments and enters notes/special instructions needed for scheduling in the electronic medical record.
• Utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Completes accurate documentation of informed consent with patients for appointments as needed.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Works closely with patients’ care team to coordinate total patient care.
• Comforts patients by anticipating their anxieties and answering their questions.
• Ensures accurate documentation in patient’s medical record by obtaining all required forms and records; Inputs information into patient charts and following up regarding any missing items.

Academic Training

• High School Diploma or equivalent (GED) - required
• Associate’s degree – a plus
• Area: Administrative Management or other related field

Position Requirements/Experience

• 2+ years of experience working in the medical field in scheduling required
• Experience working in medical/healthcare industry
• 3+ years practical experience working in a customer service setting

Technical Skills

• Proficient computer skills (Microsoft Office). Experience with medical office software program(s) (EMR’s) preferred.

Benefits

IVI-RMA offers a comprehensive benefits package to all employees who work a minimum of 30 hours per week.

• Medical, Dental, Vision Insurance Options
• Retirement 401K Plan
• Paid Time Off & Paid Holidays
• Company Paid: Life Insurance & Long-Term Disability & AD&D
• Flexible Spending Accounts
• Employee Assistance Program
• Tuition Reimbursement

About IVIRMA Global

IVIRMA is the largest group in the world devoted exclusively to human Assisted Reproduction Technology. Along with the great privilege of providing fertility care to our patients, IVIRMA embraces the great responsibility of advancing the field of human reproduction. IVIRMA Innovation, as one of the pillars of IVIRMA Global, is a renowned leader in fertility research and science. Check out our websites at: https://rmanetwork.com/ & https://www.ivirma.com/

EEO

“IVIRMA is an Equal Opportunity Employer and Prohibits Discrimination and Harassment of Any Kind: IVIRMA is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at IVIRMA are based on business needs, job requirements and individual qualifications, without regard to race, color, religion and/or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. IVIRMA will not tolerate discrimination or harassment based on any of these characteristics. IVIRMA encourages applicants of all ages.”

Monday - Friday 8:30-4:30pm