Central Scheduler

Oklahoma State University Medical Center; Tulsa (OK); On-site; USD 22,000 - 30,000; Full time

Job summary

Oklahoma State University Medical Center is seeking an organized Outpatient Scheduler to manage and coordinate outpatient appointments for patients, ensuring a smooth scheduling process.

You will handle appointment coordination, patient communication, data entry, and insurance verification, while maintaining HIPAA confidentiality and accurate records. This role requires strong organizational skills and proficiency with scheduling software.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 1-2 years of experience in medical office scheduling, patient coordination, or administrative roles in a healthcare setting.
• Proficient in scheduling software and Microsoft Office; Epic experience a plus.

Responsibilities

• Coordinate and schedule outpatient appointments for patients, ensuring availability with providers and departments.
• Communicate with patients via phone, email, or in person to schedule, reschedule, or cancel appointments; provide necessary instructions.
• Data entry: enter patient information, insurance details, and appointment specifics; keep records up-to-date and compliant.
• Verify patient insurance information and confirm coverage; coordinate with insurers for authorization and billing.
• Collaborate with medical staff to update schedules and resolve scheduling conflicts.
• Provide guidance to patients before and after appointments and address questions about procedures and documents.

Skills

Scheduling software

Microsoft Office

Epic experience

Education

High school diploma or equivalent

Tools

Epic

Microsoft Office

Job description

Job Description

We are seeking a dedicated and organized Outpatient Scheduler to join our healthcare team. This role is responsible for managing and coordinating outpatient appointments for patients, ensuring a smooth and efficient scheduling process.

Responsibilities

• Appointment Scheduling: Coordinate and schedule outpatient appointments for patients, ensuring availability with the appropriate healthcare providers and departments.
• Patient Communication: Communicate with patients via phone, email, or in person to schedule, reschedule, or cancel appointments as needed. Provide necessary instructions or paperwork required for appointments.
• Data Entry: Accurately enter patient information into the system, including personal data, insurance details, and appointment specifics. Ensure that all records are up-to-date and compliant with regulations.
• Insurance Verification: Verify patient insurance information and confirm coverage for scheduled appointments, working with insurance companies when necessary to ensure authorization and proper billing.
• Manage Facility Schedules: Work with medical staff to ensure that their schedules are appropriately updated and available for patient appointments. Address any scheduling conflicts or changes that arise.
• Patient Support: Provide guidance and assistance to patients before and after appointments, including answering questions about procedures, required documents, and pre-visit instructions.
• Maintain Confidentiality: Adhere to HIPAA guidelines and maintain strict confidentiality of patient information.
• Appointment Reminders: Send reminders to patients about upcoming appointments through phone calls, text messages, or emails, and follow up with patients who miss appointments.
• Documentation and Reporting: Ensure proper documentation of all patient interactions and scheduling changes. Maintain accurate logs and reports related to patient appointments and cancellations.
• Collaborate with Medical Staff: Coordinate with other departments, including lab, radiology, and therapy, to ensure timely patient flow and that all necessary appointments or tests are scheduled in a timely manner

Skills

• Proficient in using scheduling software and Microsoft Office Suite (Word, Excel, Outlook). Epic experience a plus.
• Strong verbal and written communication skills.
• Excellent organizational and time-management skills.
• Ability to work efficiently in a fast-paced environment and handle multiple tasks simultaneously.
• Strong attention to detail and accuracy.
• Knowledge of medical terminology is a plus.
• Ability to maintain professionalism and compassion when interacting with patients.

Qualifications

• Education: High school diploma or equivalent required.
• Experience: Minimum of 1-2 years of experience in medical office scheduling, patient coordination, or administrative roles in a healthcare setting.