Receptionist (Full-time, 5AM-1:30PM)

Physicians Regional Healthcare System; Naples (FL); On-site; USD 35,000 - 52,000; Full time

Job summary

Physicians Regional Healthcare System in Naples, FL is seeking a Scheduling Specialist to manage the scheduling process for patients and physicians, coordinating appointments across departments to ensure efficient use of resources and high-quality care.

The role interacts with patients, medical staff, and admin teams, updates the EHR, handles confirmations, cancellations, no-shows, and prioritizes urgent requests (STAT).

Qualifications

• Associate degree or certification in healthcare administration preferred.
• 0-2 years in medical scheduling or front desk operations preferred.
• Experience with EMR systems and scheduling software preferred.

Responsibilities

• Schedule patient appointments for consultations, tests, procedures, and follow-ups.
• Notify patients of confirmations, cancellations, or reschedules.
• Enter and update patient information in the EHR.
• Coordinate with medical staff to align with clinical priorities.
• Track cancellations and no-shows and reschedule promptly.
• Provide general administrative assistance and manage referrals.
• Review orders to ensure validity and completeness.
• Ask patients necessary questions for tests and provide prep instructions.
• Prioritize workload and process STAT orders timely.
• Communicate with offices to schedule procedures.

Skills

Scheduling

Patient flow management

Administrative procedures

Verbal and written communication

Attention to detail

Education

Associate Degree or Healthcare Administration Certification

Tools

EMR systems

Scheduling software

Microsoft Office

Job description

Job Summary

The Scheduling Specialist is responsible for managing and optimizing the scheduling process for patients and physicians offices within the hospital or medical facility. This role involves coordinating appointments, procedures, and treatments across departments to ensure efficient utilization of resources and high-quality patient care. The Scheduling Specialist serves as a key liaison between patients, medical staff, and administrative teams, ensuring timely and accurate scheduling while providing excellent customer service.

Essential Functions

• Schedules patient appointments for consultations, tests, procedures, and follow-ups, ensuring proper allocation of time and resources.


• Notifies patients of appointment confirmations, cancellations, or reschedules, as well as providing necessary information and instructions, ensuring a high level of patient satisfaction.


• Accurately enters and updates patient information into the electronic health records (EHR) or scheduling system.


• Works closely with medical staff to align patient appointments with clinical priorities and optimize provider schedules.


• Tracks and manage patient cancellations and no-shows, ensuring timely rescheduling and minimizing disruptions.


• Provides general administrative assistance, including answering calls, managing patient referrals, and coordinating patient files.


• Receives orders from the Order Facilitator and reviews to make sure the orders are valid and complete.


• Asks patients the necessary questions for specific tests and provide the required procedure preparation or instructions.


• Prioritizes work efficiently, including processing STAT order timely.


• Notifies ordering offices if unable to contract their patient to schedule procedures.


• Offers alternative scheduling options when needed to accommodate patient preferences and medical needs.


• Communicates with physicians, nurses, and other medical professionals to ensure appointments are properly scheduled based on clinical priorities and patient needs.


• Performs other duties as assigned.


• Maintains regular and reliable attendance.


• Complies with all policies and standards.

Qualifications

• Associate Degree or certification in Healthcare Administration, Medical Office Administration, or a related field preferred


• 0-2 years of experience in medical scheduling, administrative support, or customer service preferred


• 0-2 years of experience with electronic medical record (EMR) systems, scheduling software, or medical front desk operations preferred

Knowledge, Skills and Abilities

• Strong knowledge of appointment scheduling, patient flow management, and administrative procedures.


• Strong organizational and time-management skills with the ability to handle multiple tasks and deadlines.


• Excellent verbal and written communication skills to effectively interact with patients, medical staff, and administrative teams.


• High attention to detail and accuracy, particularly in data entry and record-keeping.


• Ability to work in a fast-paced environment while maintaining a calm, professional demeanor.


• Proficient in Microsoft Office Suite (Word, Excel, Outlook) and hospital scheduling or EHR software.


• Knowledge of medical terminology is a plus.