Procedure Scheduling Representative

Kuresmart; Pensacola, Northern (FL, KY); Hybrid; USD 32,000 - 42,000; Full time

Job summary

Kuresmart in Pensacola, FL seeks a Procedure Scheduler to manage schedule accuracy for office and ASC procedures per provider orders. You will handle patient communications, test preparations, and ensure HIPAA compliance while maintaining confidentiality and organization.

The role requires strong customer service, ability to multi-task, and collaboration with clinical staff. Travel may be required up to 25% as needed, with flexibility in scheduling.

Qualifications

• High School Diploma or equivalent.
• Knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Excellent written and oral communication skills, including exceptional customer service.
• Ability to establish and maintain effective working relationships with doctors, clinical staff and the public.
• Ability to work independently and in a team.
• Ability to follow verbal and written instructions.
• Ability to work a flexible schedule.
• Respond with patience and understanding during stressful patient health situations.
• Ability to multi-task and prioritize.
• Extreme attention to detail and strong organization skills.
• Problem solving and reasoning abilities.
• Meet predefined quality standards and maintain professional appearance.
• Working knowledge of healthcare field, medical terminology.
• Commitment to excellent customer service and ethical professional standards.

Responsibilities

• Enter notes and instructions for scheduling in the EMR.
• Assess if appointments align with diagnosis/indications.
• Provide accurate information to patients about test prep and arrival times.
• Follow company mission and goals.
• Deliver exceptional customer service to patients and families.
• Maintain patient confidentiality per HIPAA rules.
• Schedule follow-up appointments via EMR.
• Schedule procedures per insurance guidelines.
• Stay organized and demonstrate ownership and teamwork.
• Ensure paperwork like referrals and insurance cards are up to date.
• Answer phone inquiries and direct to appropriate staff.
• Make appointments by phone, portal, or in person.
• Handle copying, barcoding, and scanning of records as needed.
• Maintain waiting area cleanliness.
• Check emails regularly.
• Participate in trainings and in-services.
• Perform other duties as assigned.

Skills

Customer service

Written communication

Oral communication

Teamwork

Organization

Multi-tasking

Attention to detail

Microsoft Office

Education

High School Diploma or equivalent

Associate’s Degree (preferred)

Tools

EMR systems

MS Word

MS Excel

MS PowerPoint

MS Outlook

Job description

Position requires utilization of clinical knowledge to schedule appropriate procedures per provider’s orders. The Procedure Scheduler must schedule office based and ASC procedures consistent with the patient’s diagnosis and procedure request. Also requires excellent customer service skills with patients, employees, and the public. The Procedure Scheduler must be able to respond to both written and oral correspondence regarding scheduling changes/cancellations in a timely, accurate manner. Individual must be organized and be able to manage demanding workload with accuracy.

Essential Duties and Responsibilities:

• Enters notes/special instructions needed for scheduling in the electronic medical record.
• Effectively utilizes clinical knowledge when determining if appointment is consistent with the diagnosis/indications indicated by the provider.
• Provides accurate, detailed information to patients regarding test preparations, time of patients scheduled arrival, and any other directional information needed; takes appropriate action in responding to questions from patients.
• Performs job in accordance with Company Mission, vision and goals.
• Provides exceptional customer service to patients and their families.
• Exercises confidentiality in all areas, abiding by HIPAA rules and regulations.
• Processes and schedules follow up appointments through EMR.
• Schedules patient procedures in accordance with insurance guidelines.
• Organizes and performs work effectively and efficiently and demonstrates standards of performance ownership, teamwork, communication, compassion) that support patient satisfaction and principles of service excellence.
• Ensures all necessary paperwork and documentation (i.e.: referrals, ID, insurance cards, etc.) are up to date and present at the time of service.
• As needed, handles phone inquiries from patients and others. Screens calls to ascertain nature and urgency of inquiry and refers callers to the appropriate personnel.
• Makes appointments via telephone, patient portal and in-person.
• Responsible for copying, barcoding, and scanning medical records, as needed.
• Responsible for maintaining cleanliness of patient waiting area.
• Checks work e‑mail on a regular basis throughout the workday.
• Participate in and complete all required trainings and in-services.
• Performs other duties as assigned.

Minimum Qualifications:

• High School Diploma, or equivalent.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills, including exceptional customer service.
• Must be able to establish and maintain effective working relationships with doctors, clinical staff, other co-workers and the public.
• Must be able to work individually as well as within a team.
• Must be able to follow both verbal and written instructions.
• Must be able to work a flexible schedule.
• Must be able to respond with patience and understanding during stressful conditions related to patient health and emergent situations.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to problem solve and use reasoning.
• Must be able to meet predefined quality standards.
• Must maintain and project a professional attitude and appearance at all time.
• Must have a working knowledge of the healthcare field and medical specialty, as well as medical terminology.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications:

• Associate’s Degree from an accredited college or university.
• One (1) year of prior experience working with an Electronic Medical Record (EMR).

Driving/Travel:

The employee must have reliable transportation. Travel for this position may be required up to 25%. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.