Scheduler

CloseKnit Primary Care; Alexandria (VA); On-site; USD 22,000 - 29,000; Full time

Job summary

CloseKnit Primary Care in Alexandria, VA is seeking a Phone Scheduler to be the first point of contact for patients. You will manage appointment scheduling, assist with patient communications, and support efficient clinic operations with precise data entry and HIPAA compliance.

You will handle inbound calls, verify demographics and insurance, coordinate provider schedules, and help patients receive timely, accurate information in a fast-paced healthcare setting.

Qualifications

• Excellent verbal and written communication.
• Strong customer service and phone etiquette.
• Appointment scheduling and calendar management.
• Data entry and computer proficiency.
• Ability to multitask in a high-volume call environment.
• Attention to detail and organizational skills.
• Experience with healthcare scheduling systems and EHR platforms preferred.
• High school diploma or equivalent.
• Experience in healthcare scheduling, medical reception, call center, or customer service preferred.

Responsibilities

• Answer incoming patient calls professionally and courteously.
• Schedule, reschedule, and confirm patient appointments.
• Coordinate provider schedules to maximize appointment availability and patient flow.
• Verify patient demographics and insurance information.
• Provide general information regarding services, locations, and appointment preparation.
• Document patient interactions accurately in scheduling and electronic health record (EHR) systems.
• Resolve scheduling conflicts and patient concerns with empathy and professionalism.
• Maintain HIPAA compliance and patient confidentiality at all times.
• Collaborate with clinical and administrative teams to ensure a seamless patient experience.

Skills

Communication

Customer service

Appointment scheduling

Data entry

Multitasking

Attention to detail

EHR systems

Education

High school diploma

Tools

Scheduling systems

EHR platforms

Job description

Job Summary

The Phone Scheduler serves as the first point of contact for patients, providing exceptional customer service while managing appointment scheduling and patient communications. This role supports efficient clinic operations by coordinating appointments, handling inbound calls, and ensuring patients receive timely and accurate information. Responsibilities require strong communication skills, attention to detail, and the ability to multitask in a fast-paced healthcare environment.

Description

The Phone Scheduler serves as the first point of contact for patients, providing exceptional customer service while managing appointment scheduling and patient communications. This role supports efficient clinic operations by coordinating appointments, handling inbound calls, and ensuring patients receive timely and accurate information. Responsibilities require strong communication skills, attention to detail, and the ability to multitask in a fast-paced healthcare environment.

Requirements

Key Responsibilities

• Answer incoming patient calls professionally and courteously.
• Schedule, reschedule, and confirm patient appointments.
• Coordinate provider schedules to maximize appointment availability and patient flow.
• Verify patient demographics and insurance information.
• Provide general information regarding services, locations, and appointment preparation.
• Document patient interactions accurately in scheduling and electronic health record (EHR) systems.
• Resolve scheduling conflicts and patient concerns with empathy and professionalism.
• Maintain HIPAA compliance and patient confidentiality at all times.
• Collaborate with clinical and administrative teams to ensure a seamless patient experience.

Required Skills

• Excellent verbal and written communication skills.
• Strong customer service and phone etiquette.
• Appointment scheduling and calendar management.
• Data entry and computer proficiency.
• Ability to multitask in a high-volume call environment.
• Attention to detail and organizational skills.
• Experience with healthcare scheduling systems and EHR platforms preferred.

Qualifications

• High school diploma or equivalent.
• Previous experience in healthcare scheduling, medical reception, call center, or customer service preferred.
• Knowledge of medical office procedures and insurance verification is a plus.