Clerical Specialist (Clinical Assistant) - Full-Time Day

ScionHealth; Watertown (WI); On-site; USD 34,000 - 46,000; Full time

Job summary

ScionHealth in Wisconsin is seeking a Clerical Specialist – Central Scheduling to provide administrative and scheduling support across hospital departments. You will manage referrals, verify insurance, obtain prior authorizations, and coordinate with clinicians to improve access and patient satisfaction.

This role requires proficiency with Microsoft Office and healthcare software, strong attention to detail, and excellent communication.

Qualifications

• High school diploma or equivalent; some college coursework in medical terminology or healthcare administration preferred.
• 1–3 years of clerical or scheduling experience in healthcare required.

Responsibilities

• Schedule outpatient diagnostic and procedural appointments according to physician orders and departmental protocols.
• Verify insurance eligibility and obtain prior authorizations when required.
• Input and update patient demographics and insurance information into scheduling systems.
• Maintain effective communication with patients, providers, and departments to confirm appointments and instructions.
• Answer phones, respond to inquiries, and route calls as needed.
• Prepare and maintain scheduling reports and logs.
• Notify departments of scheduling updates, cancellations, and add-ons.
• Assist patients with directions, instructions, and expectations for upcoming appointments.
• Ensure all patient information is treated confidentially in accordance with HIPAA and hospital policy.
• Maintain organized and accurate files for scheduling and registration documentation.
• Perform other clerical duties as assigned.

Skills

Microsoft Office

Attention to detail

Communication skills

Customer service

Multitasking

Insurance verification

Education

High school diploma

Some college coursework in medical terminology/healthcare administration

Tools

EHR systems

Scheduling software

Job description

Description

At ScionHealth, we empower our caregivers to do what they do best. We value every voice by caring deeply for every patient and each other. We show courage by running toward the challenge and we lean into new ideas by embracing curiosity and question asking. Together, we create our culture by living our values in our day-to-day interactions with our patients and teammates.

Job Summary

The Clerical Specialist – Central Scheduling is responsible for providing administrative and scheduling support to ensure timely, accurate, and courteous coordination of patient appointments across hospital departments. This position manages incoming referrals, verifies insurance information, obtains prior authorizations, and collaborates with clinical and administrative teams to optimize access and patient satisfaction.

Essential Functions

• Schedule outpatient diagnostic and procedural appointments according to physician orders and departmental protocols
• Verify insurance eligibility and obtain prior authorizations when required
• Accurately input and update patient demographic and insurance information into scheduling systems
• Maintain effective communication with patients, providers, and departments to confirm appointments and instructions
• Answer phones, respond to inquiries, and route calls as needed
• Prepare and maintain scheduling reports and logs
• Notify departments of scheduling updates, cancellations, and add-ons
• Assist patients with directions, instructions, and expectations for upcoming appointments
• Ensure all patient information is treated confidentially in accordance with HIPAA and hospital policy
• Maintain organized and accurate files for scheduling and registration documentation
• Perform other clerical duties as assigned

Knowledge/Skills/Abilities/Expectations

• Proficient in Microsoft Office (Word, Excel, Outlook) and healthcare software systems
• Strong attention to detail and data accuracy
• Excellent verbal and written communication skills
• Customer service-oriented with a professional demeanor
• Ability to multitask and prioritize in a fast-paced environment
• Knowledge of insurance verification and authorization processes preferred

Qualifications

Education

• High School Diploma or Equivalent including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role. AND Some College Coursework Completed in medical terminology or healthcare administration (Preferred)

Licenses/Certifications

• None Required

Experience

• 1-3 years clerical or scheduling experience in a healthcare setting (Required) And Prior Experience with electronic health record (EHR) and scheduling software (Preferred)