Rehab Clinical Assistant - Full-Time Day

ScionHealth; Watertown (WI); On-site; USD 32,000 - 42,000; Full time

Job summary

ScionHealth is seeking a Clerical Specialist – Central Scheduling to support outpatient appointment coordination across hospital departments. You will verify insurance information, obtain prior authorizations, input patient data, and maintain scheduling reports with accuracy and confidentiality.

This role requires strong communication, attention to detail, and customer service focus. Proficiency in Microsoft Office and healthcare software, plus familiarity with electronic health records and

Qualifications

• High School Diploma or equivalent required; coursework in medical terminology preferred.
• 1–3 years clerical or scheduling experience in healthcare settings desired.
• Experience with EHR and scheduling software preferred.

Responsibilities

• Schedule outpatient diagnostic and procedural appointments per orders and protocols.
• Verify insurance eligibility and obtain prior authorizations when required.
• Input and update patient demographics and insurance data in scheduling systems.
• Communicate with patients, providers, and departments to confirm appointments and instructions.
• Answer calls, respond to inquiries, and route calls as needed.
• Prepare and maintain scheduling reports and logs.
• Notify departments of updates, cancellations, and add-ons.
• Assist patients with directions and expectations for upcoming visits.
• Maintain patient information confidentiality per HIPAA and policy.
• Keep scheduling and registration files organized and accurate.
• Perform other clerical duties as assigned.

Skills

Microsoft Office

Healthcare software

Attention to detail

Communication skills

Customer service

Multitasking

Education

High School Diploma or Equivalent

Some College Coursework in medical terminology/healthcare administration

Tools

EHR system

Scheduling software

Job description

Description

At ScionHealth, we empower our caregivers to do what they do best. We value every voice by caring deeply for every patient and each other. We show courage by running toward the challenge and we lean into new ideas by embracing curiosity and question asking. Together, we create our culture by living our values in our day-to-day interactions with our patients and teammates.

Job Summary

The Clerical Specialist – Central Scheduling is responsible for providing administrative and scheduling support to ensure timely, accurate, and courteous coordination of patient appointments across hospital departments. This position manages incoming referrals, verifies insurance information, obtains prior authorizations, and collaborates with clinical and administrative teams to optimize access and patient satisfaction.

Essential Functions

• Schedule outpatient diagnostic and procedural appointments according to physician orders and departmental protocols
• Verify insurance eligibility and obtain prior authorizations when required
• Accurately input and update patient demographic and insurance information into scheduling systems
• Maintain effective communication with patients, providers, and departments to confirm appointments and instructions
• Answer phones, respond to inquiries, and route calls as needed
• Prepare and maintain scheduling reports and logs
• Notify departments of scheduling updates, cancellations, and add-ons
• Assist patients with directions, instructions, and expectations for upcoming appointments
• Ensure all patient information is treated confidentially in accordance with HIPAA and hospital policy
• Maintain organized and accurate files for scheduling and registration documentation
• Perform other clerical duties as assigned

Knowledge/Skills/Abilities/Expectations

• Proficient in Microsoft Office (Word, Excel, Outlook) and healthcare software systems
• Strong attention to detail and data accuracy
• Excellent verbal and written communication skills
• Customer service-oriented with a professional demeanor
• Ability to multitask and prioritize in a fast-paced environment
• Knowledge of insurance verification and authorization processes preferred

Qualifications

Education

• High School Diploma or Equivalent including education equivalent to completion of secondary school or demonstrated ability to perform the essential functions of the role. AND Some College Coursework Completed in medical terminology or healthcare administration (Preferred)

Licenses/Certifications

• None Required

Experience

• 1-3 years clerical or scheduling experience in a healthcare setting (Required) And Prior Experience with electronic health record (EHR) and scheduling software (Preferred)