Complex Scheduler

Fairview Health Services; Edina (MN); On-site; USD 38,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

PTO and Sick Time

Tuition reimbursement

Retirement plan

Job summary

Fairview Health Services is seeking a Complex Scheduler to coordinate appointments, imaging, labs, procedures, surgeries, and treatments across multiple departments and locations. The role acts as a single point of contact for scheduling and ensures timely, accurate communication with patients and care teams.

The scheduler will manage daily calendars for providers, navigate Epic EMR systems, and prioritize patient needs while maintaining a friendly, professional demeanor.

Qualifications

• 2 years experience in a healthcare setting/practice.
• 1 year completing scheduling and registration of appointments.
• 1 year practicing strong public relations, customer service, time management, prioritization, and patient communication skills.
• 1 year proficient use of computer keyboarding and Microsoft Office tools (Word, Excel, Outlook, Teams).

Responsibilities

• Coordinate appointments, procedures/surgeries, labs, imaging, and treatments.
• Serve as single point of contact for scheduling and coordinating care across departments.
• Navigate complex service protocols and ensure accurate information is relayed to patients.
• Provide patients/caregivers with timely information and updates.
• Maintain awareness of competing priorities and coordinate schedules to meet patient needs.
• Prepare schedules for providers and manage daily calendars across multiple locations.
• Review messages in Epic in-basket/MyChart and respond within standard timeframes.

Skills

Customer service

Time management

Prioritization

Communication skills

Typing/Keyboarding

Tools

Epic EMR

MyChart

Microsoft Office (Word/Excel/Outlook/Teams)

Job description

Job Overview

The Complex Scheduler is responsible for scheduling and coordinating multiple services including but not limited to appointments, imaging, labs, procedures, surgeries, and treatments. The Complex Scheduler collaborates with providers, clinic staff, schedulers, across multiple different departments, locations, and outside organizations (when needed) to ensure services are timed, coordinated, and sequenced appropriately and all associated activities are complete.

Responsibilities

• Pre & Post-Appointment Support
• Serves as a single point of contact for coordinating appointments, procedures/surgeries, labs, imaging, or treatments.
• Accurately navigates and translates complex service protocols, tools, standard work, and information to ensure appropriate services are delivered.
• Provides patients/caregivers with information and updates.
• Maintains awareness of multiple competing situations needing attention and prioritizes to assure patient needs are met, while maintaining a pleasant, friendly demeanor.
• Monitors, manage, and schedules/reschedules appointments from work queues or messages.
• Identify potential issues that could complicate care (i.e. insurance issues, adherence concerns).
• Customer Service
• Collaborate with patients, caregivers, providers, schedulers, and other care team members to ensure:
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Patient has followed through on their labs, imaging, and appointments.
• Medical records (results, office notes, etc) are received on time and available to the provider/care team.
• Prior authorization is completed, if needed.
• Appointments, labs, imaging are prioritized and sequenced appropriately.
• Effectively communicates with customers (patients, caregivers, providers, care team members, outside health systems) in a professional and respectful manner.
• Deliver a consistently high level of service and goes above and beyond to assist customers.
• Provides patients with correct information related to their scheduled appointments, procedures, or tests, and in response to any associated questions they might have.
• Partners with customers to resolve questions, and concerns.
• Follows standard processes and workflows to ensure safety and reliability.
• Communicates information and updates to providers, employees, and departments as appropriate.
• Prepares schedules for providers
• Prepares, manages, and updates the daily schedule/calendars for physicians who provide care (procedures, surgeries, clinic appointments) at different locations such as outreach clinics, hospitals, procedure centers.
• Apprise physicians of changes or updates related to their schedules.
• Epic in-basket and pool management
• Review and respond to patient messages sent to the Epic in-box or through MyChart.
• Gather and document information to help facilitate communication between the patient/caregiver and care team.
• Ensure messages are addressed within standard timeframes and elevate issues that need prompt attention.
• Communicate information delegated by providers
• Review chart to piece together important information for the patient and provider.
• Organization Expectations, as applicable:
• Demonstrates ability to provide care or service adjusting approaches to reflect developmental level and cultural differences of population served.
• Partners with patient care giver in care/decision making.
• Communicates in a respective manner.
• Ensures a safe, secure environment.
• Individualizes plan of care to meet patient needs.
• Modifies clinical interventions based on population served.
• Provides patient education based on as assessment of learning needs of patient/care giver.
• Fulfills all organizational requirements.
• Completes all required learning relevant to the role.
• Complies with and maintains knowledge of all relevant laws, regulation, policies, procedures and standards.
• Fosters a culture of improvement, efficiency and innovative thinking.
• Performs other duties as assigned.

Required Qualifications

• 2 years experience, in a healthcare setting/practice
• 1 year Completing scheduling and registration of appointments
• 1 year Practicing good public relations, customer service, time management, prioritization, and patient communication skills.
• 1 year Proficient use of computer keyboarding and Microsoft office tools (Word, Excel, Outlook, Teams)

Preferred Qualifications

• Healthcare or business-related degree
• 2 years experience working in a healthcare setting utilizing Epic Health Records
• 1 year Telephonic customer experience
• 1 year Templating schedules in Epic
• 1 year Providing administrative medical support
• 1 year Utilizing basic medical terminology

Benefit Overview

Fairview offers a generous benefit package including but not limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more! Please follow this link foradditional information: https://www.fairview.org/careers/benefits/noncontract

Compensation Disclaimer

An individual's pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical. If your role is eligible for a sign-on bonus, the bonus program that is approved and in place at the time of offer, is what will be honored.

EEO Statement

EEO/Vet/Disabled: All qualified applicants will receive consideration without regard to any lawfully protected status