General Scheduler

Hirebridge; Buffalo (NY); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

401(k) retirement plan with employer%2

Medical, dental, and vision insurance

Paid time off

Job summary

UBMD Neurology in Buffalo, NY is hiring a General Scheduler to support busy neurology scheduling operations. The role emphasizes coordinating appointments, verifying insurance, reviewing referrals, and ensuring patients are scheduled with the correct subspecialty provider.

The candidate should have strong organizational and communication skills, attention to detail, and a commitment to patient service in a fast-paced healthcare environment. Onsite, full-time position.

Qualifications

• 2+ years of medical scheduling experience preferred.
• Experience with verifications of insurance eligibility, referrals, and prior authorizations.
• EMR experience, Epic preferred, in a fast-paced healthcare setting.

Responsibilities

• Schedule new and established patient appointments per provider guidelines.
• Match patients to neurology subspecialties and providers.
• Coordinate cross-location scheduling and manage waitlists.

Skills

Medical scheduling

Medical terminology

EMR patient data entry

Insurance verification

HIPAA compliance

Communication skills

Independent work

Team collaboration

Education

High school diploma or equivalent

Tools

Epic

Job description

General Scheduler – UBMD Neurology

Full-Time | Onsite

Practice: UBMD Neurology
Work Location: Buffalo, NY
Pay Range: $18.00–$20.00 per hour

Position Summary

UBMD Neurology is seeking a detail-oriented and patient-focused General Scheduler to support scheduling operations for a busy, multi-specialty neurology practice. This role is responsible for coordinating new and established patient appointments, verifying insurance eligibility, reviewing referrals, and ensuring patients are scheduled with the appropriate neurology subspecialty provider. The ideal candidate possesses excellent organizational skills, strong attention to detail, and a commitment to providing exceptional customer service in a fast-paced healthcare environment.

Key Responsibilities

Patient Scheduling

• Schedule new and established patient appointments in accordance with provider scheduling guidelines.
• Match patients with the appropriate neurology subspecialty and provider based on diagnosis, referral, symptoms, and scheduling protocols.
• Coordinate appointments across multiple providers and clinic locations as needed.
• Maintain provider schedules by utilizing waitlists and filling cancellations to maximize patient access.
• Reschedule appointments due to provider schedule changes while minimizing patient inconvenience.
• Communicate appointment details, preparation instructions, and arrival expectations to patients.

Patient Registration & Insurance

• Create new patient charts within the electronic medical record (EMR).
• Verify and update patient demographics and insurance information at every interaction.
• Ensure all required patient information is complete and accurate prior to scheduling.
• Obtain emergency contact information and preferred methods of communication.
• Verify insurance eligibility and coverage before scheduling appointments.
• Confirm referral and prior authorization requirements based on insurance guidelines.
• Identify out-of-network insurance plans and communicate patient financial responsibilities when appropriate.
• Educate patients regarding insurance limitations, referrals, and authorization requirements.
• Escalate complex insurance concerns to the appropriate department when necessary.

Medical Records & Referrals

• Review incoming referrals for completeness before scheduling appointments.
• Obtain missing medical records, imaging reports, and clinical documentation as needed.
• Attach referrals and outside medical records to the appropriate patient chart.
• Ensure providers have all required documentation prior to patient visits.

Telephone & Patient Communication

• Retrieve and respond to voicemail messages in accordance with departmental turnaround expectations.
• Return patient calls regarding scheduling, cancellations, rescheduling, and appointment questions.
• Route clinical questions appropriately to nursing staff or providers.
• Deliver courteous, professional, and confidential service during every patient interaction.

Appointment Management & EMR Documentation

• Monitor provider schedules for cancellations and appointment openings.
• Utilize waitlists and cancellation lists to offer earlier appointment opportunities.
• Reduce scheduling gaps by filling open appointment slots promptly.
• Document all scheduling interactions accurately within the electronic medical record.
• Ensure patient charts are correctly assigned to the scheduled provider.

Administrative Support

• Process scheduling work queues and electronic scheduling requests.
• Monitor scheduling inboxes for referrals and appointment requests.
• Assist with additional administrative duties and special projects as assigned.
• Collaborate effectively with providers, clinical staff, and administrative team members.

Qualifications

• High school diploma or equivalent required.
• Minimum of 2 years of medical scheduling, medical office, or healthcare administrative experience preferred.
• Knowledge of medical terminology required.
• Experience verifying insurance eligibility, referrals, and prior authorizations required.
• Experience working with electronic medical record (EMR) systems (Epic preferred).
• Knowledge of neurology subspecialties is a plus.
• Excellent organizational, multitasking, and time management skills.
• Strong verbal and written communication skills.
• Exceptional attention to detail and accuracy.
• Ability to work independently and collaboratively in a fast-paced healthcare environment.
• Commitment to maintaining HIPAA compliance and patient confidentiality.

Benefits

• 401(k) retirement plan with employer matching
• Medical, dental, and vision insurance
• Paid time off

UBMD is an Equal Employment Opportunity (EEO) employer.