Clerical Specialist (Clinical Assistant) - Full-Time Day

Watertown Regional Medical Center; Watertown (WI); On-site; USD 38,000 - 46,000; Full time

Job summary

Watertown Regional Medical Center is seeking a Clerical Specialist – Central Scheduling to provide administrative and scheduling support across hospital departments. You will manage referrals, verify insurance, obtain authorizations, and collaborate with clinical teams to optimize access and patient satisfaction.

Responsibilities include scheduling outpatient appointments, updating patient records, handling inquiries, and maintaining reports while ensuring HIPAA compliance and professional

Qualifications

• 1–3 years of clerical or scheduling experience in healthcare.
• Prior experience with electronic health records (EHR) and scheduling software preferred.
• Strong attention to detail and data accuracy.

Responsibilities

• Schedule outpatient diagnostic and procedural appointments per physician orders and protocols.
• Verify insurance eligibility and obtain prior authorizations when required.
• Input and update patient demographics and insurance info in scheduling systems.
• Communicate with patients, providers, and departments to confirm appointments.
• 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 and instructions for upcoming appointments.
• Ensure HIPAA compliance and confidentiality of patient information.
• Maintain organized files for scheduling and registration documentation.

Skills

MS Office

Healthcare software

Attention to detail

Verbal communication

Written communication

Customer service

Multitasking

Insurance verification

Education

High School Diploma or Equivalent

Some college coursework in medical terminology

Tools

EHR systems

Scheduling software

Job description

Watertown, Wisconsin

Facility Watertown Regional Medical Center

Req ID 559485 Post Date 10/14/2026 Category Administrative

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)

Transcript

Kindred's been a great place to work for me personally, especially coming out as a new RN. This being my first job, I appreciated being at Kindred because my coworkers. They supported me. They were there when I needed questions answered. They were always willing to help even before I asked. They helped to develop me as a nurse. They help me progress as a nurse. And the teamwork that is shown at Kindred is amazing.