Clinical Scheduler

Yale University; New Haven (CT); Hybrid; USD 50,000 - 75,000; Full time

Job summary

Yale University in New Haven seeks a detail‑oriented scheduling specialist to support the Neurosurgery clinical scheduling team. You will manage patient and provider inquiries, schedule appointments, and coordinate surgical and diagnostic procedures with attention to accuracy and HIPAA compliance.

This hybrid role requires two days on campus weekly (8:30 AM–5 PM). You will collaborate with Yale Medicine departments, build provider calendars, review insurance details, and contribute to a

Qualifications

• Requires demonstrated experience with clinical scheduling, EPIC, and surgical scheduling.
• Proficient in Microsoft Office for administrative tasks (e.g., emailing, faxing, scanning).
• Outstanding customer service and interpersonal skills with the care team.
• Ability to manage high volume calls with discretion and HIPAA compliance.

Responsibilities

• Answer calls, assess urgency, and direct to appropriate staff.
• Provide information on section policies, insurance, and services; assist with forms.
• Build and modify provider master schedules and clinic calendars.
• Schedule patient appointments and surgeries; manage changes and cancellations.
• Verify patient data, insurance information, and assist with billing for services.
• Coordinate interdepartmental communication and maintain records.

Skills

Clinical scheduling

Patient communication

Team collaboration

Problem solving

Education

High school diploma or equivalent

Associate degree preferred

Tools

EPIC

Microsoft Office

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

As a member of Neurosurgery clinical scheduling team, provides comprehensive clinical and OR scheduling for the department. Team members provide highest level of clinical support to their assigned sections. This position is responsible for providing exceptional customer service to the patient and provider in response to inquiries and requests, scheduling, and confirming patient appointments, and communicating with Yale Medicine departments as appropriate. Receives high volume of incoming calls and faxes and will be expected to assess the nature and urgency of the inquiry in order to determine assistance and/or direct the caller.

This is a hybrid role with a minimum of two days on campus with the hours of 8:30 AM - 5 PM.

Required Skills And Abilities

• Demonstrated experience with clinical scheduling. Proven experience with EPIC. Proven experience with surgical scheduling.
• Demonstrated experience with Microsoft suite for administrative task ( emailing faxing, scanning). Ability to regularly exercise initiative and use sound independent judgement and critical thinking to effectively and appropriately manage patient/caller interactions. Ability to utilize active listening skills to accurately assess and direct callers to the appropriate resource.
• Outstanding interpersonal skills. Extraordinary customer service skills with ability to professionally and effectively interact with all members of the patients care team (including but not limited to the patient, parent, primary care provider, etc.). Demonstrated actions as a caring and motivated team player.
• Flexibility and willingness to cross cover assignments as needed. Attention to detail.
• Ability to be sensitive to the needs of patients and families. Ability to deal with confidential and sensitive patient information in a professional manner while complying with all HIPAA regulations.

Preferred Education, Experience And Skills

• Demonstrated ability to handle heavy phone volume.

Principal Responsibilities

• Answers telephone calls and assess urgency of call. Provides assistance or directs caller to appropriate person, contacting physician/nurse directly for urgent needs. Provides assistance to other receptionists in screening patient calls. 2. Provides specialized information related to section, policies, procedures, insurance and services. Assists patients with the completion of forms. 3. Builds monthly provider master schedules and clinic calendars from established sources and verifies provider sessions worked. Modifies master schedules to accommodate time off, extra patients, hospital emergencies, etc. Creates patient bump lists as necessary due to last minute provider call outs. 4. Schedules patient appointments and resolves scheduling conflicts. Notifies patients of changes/cancellations and prioritizes urgency of appointments for rescheduling. May schedule patients into clinical research studies. 5. Receives patients and visitors. Secures names and needs and directs accordingly. Updates patient information and verifies insurance information, level of services and tracks referrals when necessary. Initiates billing process by completing patient encounter forms and accepts and processes fee for service payments. 6. Books diagnostic tests and specialized appointments for patients at hospitals and other medical facilities and ensures patients are provided with necessary paperwork and specialized instructions for procedures. 7. Schedules surgical procedures for patients. Coordinates available dates for surgery and scheduling of pre and post operative exams and lab work. Obtains and distributes necessary paperwork and maintains system to track completion. Coordinates surgery schedule changes as necessary. 8. Schedules and coordinates departmental meetings, classes, clinics, conferences, etc. 9. Utilizes computer input and retrieve data. Merges and manipulates data to generates complex reports. Compiles and maintains clinical and patient statistical data and produces summaries and reports. 10. Keyboards correspondence, clinical information, reports, publicity material, educational handouts etc. Composes general written material. 11. Obtains patient charts, medical records and lab reports and verifies for completeness. 12. Sorts, screens and distributes incoming mail. Prioritizes and ensures completion of medical forms by clinical staff. Coordinates interdepartmental communication including distribution of medical records and reports. 13. Establishes and maintains filing systems. 14. Maintains inventory of office supplies and educational material. 15. May oversee and instruct support staff. Ensures adequate coverage of reception desk. 16. Performs additional functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school education; or two years of related work experience and an Associate degree; or an equivalent combination of experience and education.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Yale University is a tobacco-free campus.