Appointment Scheduler

Family Health Center; Marshfield (WI); On-site; USD 23,419 - 33,062; Full time

Job summary

Family Health Center in Marshfield, WI is seeking an Appointment Scheduler to serve as the initial contact for patients and customers. This full-time on-site role coordinates scheduling, billing, and release of records in alignment with service standards.

The position supports efficient operations by maintaining accurate records, updating insurance data, and ensuring timely communication across departments within HIPAA guidelines.

Qualifications

• Excellent written and verbal communication skills.
• Keyboard, computer, and telephone proficiency.
• Preferred six months’ experience in medical/dental care or customer service.
• Preferred Associate’s degree in health information management or related field.

Responsibilities

• Schedule, register, check in/out, and coordinate appointments and tests.
• Screen and route incoming calls for smooth interdepartmental communication.
• Collect and update patient insurance and demographics for billing.
• Maintain provider schedules to optimize availability and resources.
• Process payments and monitor payment plans for accuracy.
• Coordinate Release of Information (ROI) per HIPAA and policies.
• Review and index scanned documents into electronic health records.
• Process referrals with required documentation and clinical info.
• Handle legal documents and upload into records as needed.
• Prepare and send correspondence to internal/external parties.
• Greet patients, perform front desk duties, and maintain attendance.

Skills

Communication

Computer literacy

Telephone proficiency

Customer service

Education

High School diploma

Associate degree (health info/secretary)

Tools

EHR software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Appointment Scheduler

Full Time Hourly Staff Marshfield, WI, US

4 days ago Requisition ID: 1565

JOB SUMMARY

The Appointment and Business Assistant [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. This individual assesses patient and customer needs to coordinate appropriate scheduling, billing, and the timely obtaining or release of records in accordance with organizational policies. The Appointment and Business Assistant [Appointment Scheduler] supports efficient operations by facilitating seamless communication and service processes that enhance patient and customer satisfaction.

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.
• Accepts patient payments, applies them to the correct accounts, reconciles deposits, and monitors payment plans for timely compliance.
• Coordinates the release of patient information by verifying consents and ensuring compliance with HIPAA and applicable laws.
• Processes Release of Information (ROI) requests in accordance with organizational policies, ensuring proper documentation, authorization, and tracking.
• Reviews and indexes scanned documents for accurate upload into electronic health and dental records using designated software and classification systems.
• Processes referrals by confirming required documentation and forwarding necessary clinical information, such as diagnostic x-rays, to support continuity of care.
• Processes legal documents (e.g., guardianship orders, Power of Attorney, adoption orders) and ensures accurate notation and upload into electronic health and dental records.
• Prepares and distributes correspondence to internal and external parties to support timely and accurate communication.
• 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.
• Preferred Associate’s degree in health information management, administrative assistant/medical secretary or related field.