Appointment Scheduler

Family Health Center; Chippewa Falls (WI); On-site; USD 21,000 - 28,000; Full time

Job summary

Family Health Center in Wisconsin is seeking an Appointment Scheduler to be the first point of contact for patients, coordinating scheduling with healthcare providers and ensuring timely service. You will use computer and phone systems to schedule, check in/out, collect demographic and insurance information, and maintain accurate records, while upholding HIPAA policies.

The role emphasizes strong communication and reliability, with opportunities to support front desk operations and improve

Qualifications

• High School diploma or equivalent.
• Excellent written and verbal communication skills.
• Keyboard, computer, and telephone proficiency.

Responsibilities

• Schedule, register, check in/out, update, and coordinate appointments across departments.
• Screen and route incoming calls to support seamless communication.
• Gather patient information via letters, forms, and questionnaires and maintain accurate records.
• Collect and update insurance and demographic information for documentation and billing.
• Maintain provider schedules to optimize appointment availability.
• Coordinate release of patient information with HIPAA compliance.
• Perform receptionist duties: greet patients, check in, answer inquiries, support front desk.
• Ensure strict adherence to scheduled work hours and attendance.
• Perform other duties as assigned.

Skills

Verbal communication

Written communication

Customer service

Multitasking

Education

High School diploma or equivalent

Tools

Scheduling software

Keyboard proficiency

Phone systems

Job description

The Appointment Scheduler serves as the initial point of contact for patients and customers, both in-person and by telephone, ensuring service delivery aligns with customer service standards. The Appointment Scheduler assesses patient and customer needs to coordinate appropriate scheduling with healthcare providers, ensuring timeliness and adherence to policies. The Appointment Scheduler supports patient access and satisfaction by facilitating efficient and responsive scheduling processes.

ESSENTIAL JOB FUNCTIONS

• Operates computer and phone systems to schedule, register, check in/out, update and coordinate appointments - including ancillary tests and procedures - ensuring accuracy and efficiency.
• Screens and routes incoming calls to support seamless communication across departments.
• Sends and receives letters, forms, and questionnaires to gather and process patient information, maintaining organized and accurate records.
• Collects and updates patients’ insurance and demographic information to support accurate documentation and billing.
• Maintains and updates provider schedules to optimize appointment availability and resource allocation.
• Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
• Performs receptionist duties, including greeting patients, checking them in, answering inquiries, and supporting front desk operations.
• Maintains strict adherence to scheduled work hours with regular and reliable attendance.
• Performs other duties as assigned.

EDUCATION AND EXPERIENCE

• High School diploma or equivalent.
• Excellent written and verbal communication skills. Keyboard, computer, and telephone proficiency.
• Preferred six months’ previous experience in a medical or dental care facility to include direct patient contact or previous customer service experience.