Outside Medical Scheduler for Older Adults

LIFE Senior Services, Inc.; Tulsa (OK); On-site; USD 25,000 - 30,000; Full time

Job summary

LIFE Senior Services, Inc. is seeking an organized Outside Scheduler to coordinate medical appointments, tests, and procedures for participants receiving care outside our PACE clinic.

You will work with participants, families, healthcare providers, and internal teams to keep appointments on track and help navigate care with confidence. Responsibilities include confirming dates and locations, coordinating transportation, and providing reminders.

Qualifications

• Scheduling appointments and coordinating care
• Strong organizational and communication skills
• Respect for patient confidentiality and HIPAA rules

Responsibilities

• Schedule appointments with specialists, hospitals, imaging centers, laboratories, and other healthcare providers.
• Confirm appointment dates, times, locations, and preparation instructions.
• Prioritize urgent scheduling requests and communicate barriers or delays to the appropriate team members.
• Coordinate non-emergency medical transportation and escorts as needed.
• Notify participants and authorized representatives of appointment details, provide reminders, and communicate changes.
• Resolve scheduling conflicts, correct errors, and coordinate cancellations and rescheduling.
• Follow up on referrals, authorizations, and appointment confirmations to support timely care.
• Update service authorizations and coordinate with appropriate staff to confirm coverage.
• Maintain accurate appointment information, communications, and follow-up documentation in the electronic health record and scheduling systems.
• Occasionally request, receive, scan, upload, and accurately index outside medical records.
• Protect confidential information and follow HIPAA and applicable PACE requirements.
• Provide professional, responsive service to participants, families, providers, and coworkers.
• Assist with other duties as assigned.

Skills

Scheduling appointments

Coordination

HIPAA compliance

Job description

LIFE Senior Services, Inc. is seeking an organized Outside Scheduler to coordinate medical appointments, tests, and procedures for participants receiving care outside our PACE clinic.

You will work with participants, families, healthcare providers, and internal teams to keep appointments on track and help navigate care with confidence. Responsibilities include confirming dates and locations, coordinating transportation, and providing reminders.