Centralized New Patient Scheduler

Family Care Network; Bellingham (WA); On-site; USD 28,000 - 40,000; Full time

Benefits offered by this job

Health benefits

PTO & PSL & EIB

401(k) with match

Bonuses eligibility

Job summary

Family Care Network (FCN) seeks a Centralized New Patient Scheduler at FCN Orchard Administrative Office in Bellingham, WA. This full-time, non-exempt role schedules new patient appointments across multiple providers, ensuring accurate data entry and a positive patient experience.

Responsibilities include handling high call volume, entering demographics in the EMR, and coordinating across clinics to improve access and continuity of care. Strong organization and HIPAA compliance are essential.

Qualifications

• Must have a High School diploma or GED.
• Experience with EMR and practice management systems preferred.
• Strong organization and attention to detail required.
• Ability to maintain HIPAA Confidentiality and professional patient communication.
• Proficient with MS Word/Excel and basic computer skills.

Responsibilities

• Receive and answer a high volume of inbound calls and electronic inquiries from prospective new patients.
• Enter and verify patient information in the EMR.
• Explain appointment types, preparation instructions, and forms to new patients.
• Schedule appointments across multiple providers and locations.
• Coordinate scheduling to optimize access and continuity of care.
• Monitor waitlists, cancellations, and rescheduling; manage data accuracy.

Skills

EMR proficiency

Practice Management

Organization

Attention to detail

HIPAA compliance

Teamwork

Multitasking

Communication

MS Word

MS Excel

Education

High School diploma or GED

Tools

EMR

Practice Management software

MS Word

MS Excel

Job description

Description

Title:Centralized New Patient Scheduler

Location:FCN Orchard Administrative Office

City:Bellingham, WA

Position:Full-time,Monday - Friday 7:00am - 4:30pm, non-exempt (hourly)

Compensation: The full wage scale is $20.50 - $28.93 per hour. Placement within the wage range is determined by a candidate’s relevant experience.

Benefits:At FCN, we offer a comprehensive benefits package designed to support your well-being and that of your family, with flexibility and quality care.

Health Benefits

• Three Medical plan options


• Two Dental plans, including orthodontia for children and adults


• Employer-paid Vision coverage for employee and family


• Expanded Employee Assistance Program (EAP) and mental health programs, including wellness and discounted gym memberships


• Flexible Spending Account (FSA), Healthcare and Dependent Care


• Health Savings Account (HSA) with an employer contribution of $1,500 (pro-rated based on enrollment eligibility)


• Health Reimbursement Account (HRA), up to $1,500 ($3,000 for family coverage)


• Employer-paid Life/AD&D insurance with optional supplemental additional coverage including a guaranteed issue amount with no health questionnaire


• Voluntary Accident and Hospital insurance plans with annual wellness benefits

*Eligibility for these benefits depends on your full-time or part-time status.

Time Off & Wellness

• Paid Time Off (PTO), Paid Sick Leave (PSL), and Extended Illness Bank (EIB) to support your vacation, health, and personal needs


• PTO, PSL, and EIB accrue starting on your first day, and you can use paid time off after the applicable days of employment


• Full-time employees generally begin earning 18 days of PTO, increasing 33 days over time per our PTO policy. You can rollover unlimited PTO hours into the next year.


• PSL accrues at 1 hour per 40 hours worked


• EIB accrues up to 32hours per year (pro-rated based on hours worked) for both part-time and full-time employees, with a maximum of 480 hours

Retirement

• 401(k) plan with employer match, both Traditional and Roth options available


• 401(k) Profit Sharing Plan


• Free financial planning guidance to support your retirement goals

*Eligibility for these programs is based on your years of service and required hours.

Additional Benefits

• Eligibility for FCN applicable bonuses

Job Summary

The Centralized New Patient Scheduler serves as the first point of contact for new patients seeking care within Family Care Network. This role is responsible for efficiently scheduling new patient appointments across multiple providers and locations, ensuring accurate data entry, verification of patient information, and a positive patient experience.

Essential Job Functions

• Receive, answer, and professionally direct a high volume of inbound calls and electronic inquiries from prospective new patients.


• Take accurate phone messages and document all patient interactions directly in the electronic medical record (EMR).


• Communicate professionally and efficiently with patients, outside medical offices, insurance carriers, and physicians.


• Explain appointment types, preparation instructions, required forms, and practice policies to new patients.


• Distribute required forms and paperwork to patients, as applicable.


• Accurately schedule new patient appointments in accordance with provider availability, clinic guidelines, and established access standards.


• Coordinate scheduling across multiple providers, specialties, and clinic locations to optimize access and continuity of care.


• Monitor appointment availability and manage waitlists, cancellations, and rescheduling as needed.


• Accurately collect, enter, and verify patient demographic, insurance, and referral information within the EMR.


• Verify insurance eligibility directly with carriers and identify potential authorization or referral requirements, escalating issues as appropriate.


• Process medical records, including scanning and importing into the EMR, in accordance with organizational standards and applicable State and Federal laws.


• Maintain confidentiality of patient information in compliance with HIPAA and organizational privacy requirements.


• Collaborate with clinical and administrative teams to resolve scheduling issues and support patient access initiatives.


• Seek assistance as needed and communicate questions or concerns in a timely manner to appropriate staff.


• Perform other duties as assigned.

Knowledge, Skills & Abilities

• Competency in EMR and Practice Management


• Excellent organizational and time management skills.


• Attention to detail and commitment to data accuracy.


• Establish good employee relations including conflict resolution.


• Intermediate computer skills - use of computer applications for Health Information systems, word processing, EMR, and spreadsheets.


• Discern and maintain confidentiality (i.e. HIPAA, proprietary information, etc.)


• Works as part of a team; model a positive work ethic and customer friendly relations.


• Prioritize and multitask detailed projects with frequent interruptions.


• Solve problems, issues and concerns in a professional manner.


• Excellent computer skills and proficiency working with MS Word, Excel, and Databases.


• Comprehend and communicate information accurately and clearly (verbally and in writing, in person and via phone) with patients, all levels of personnel, and other individuals and groups.

About FCN

As an independent, locally owned, physician-run network of family medicine providers, we are passionate about our community's well-being. We take the time to build strong, long-term relationships with our patients and our employees. We have 12 clinics and 3 urgent care centers in Whatcom and Skagit County, in a beautiful corner of northwest Washington where the mountains meet the sea. Family Care Network offers an innovative and rewarding work environment, with a strong patient focus and a fulfilling mission.

Requirements

Education & Experience

• High School diploma or GED, or equivalent knowledge and skills obtained through a combination of education, training, and experience.


• Knowledge of medical terminology, insurance plans, and referral processes preferred.


• Medical office experience preferred.

Physical Requirements

Performing the duties of this job requires ability to: stand; walk; sit; climb stairs; use hand to finger coordination, handle or feel objects, tools or controls; reach with hands and arms; balance, stoop, kneel, crouch; talk or hear. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities include: close vision, peripheral vision, depth perception and the ability to adjust and focus.

Immunization Requirements

Employees are required to meet immunization standards in accordance with federal, state, and organizational health and safety guidelines, as applicable to the role. A simple process is in place for employees to request exemptions for medical or religious reasons.

Family Care Network is a Drug-Free, Equal Opportunity Employer.