Scheduler

Diabetes & Glandular Disease Clinic, P.A.; San Antonio (TX); On-site; USD 34,000 - 42,000; Full time

Job summary

Diabetes & Glandular Disease Clinic, P.A. is seeking an organized Scheduler to manage patient appointments in a busy call-center environment in Texas. The role emphasizes accurate scheduling, detailed data entry, and strong customer service to support physicians and clinic operations.

The ideal candidate will handle multiple tasks, apply scheduling rules, and maintain patient confidentiality while using EMR systems. Prior exposure to Athena EMR is a plus, and high school completion is required.

Qualifications

• Experience in a medical call center or similar setting preferred.
• Strong communication and listening skills.
• Ability to follow scripts and maintain patient confidentiality.
• Comfort with using EMR systems and scheduling software.

Responsibilities

• Schedule appointments for patients according to rules and provider availability.
• Answer phones promptly and professionally using call center scripts.
• Handle incoming calls, set up new patients in scheduling tool, and relay information.
• Refer to patient information in EMR to reference existing records or create new ones.
• Provide patients with available timeslots and confirm details.
• Explain fees and collect payments due at or before appointments.
• Explain preparation steps for appointments (insurance, IDs, etc.).
• Maintain patient confidentiality and accurate data entry across screens.
• Follow up with patients as needed.

Skills

Multitasking

Customer service

Telephone etiquette

Time management

Education

High School Diploma

Tools

Athena EMR

Job description

POSITION SUMMARY:

The Scheduler is responsible for scheduling and interacting with patients via telephone in a “call center” environment; effectively multi-tasking, accurately handling all calls and effectively managing time. The scheduler is responsible for providing excellent customer service, assisting patients and other callers. Accuracy and customer service are priorities for this position.

ESSENTIAL DUTIES:

• Schedule appointments for patients in accordance with the scheduling rules, reviewing appointment date, time, location and provider name with caller.
• Answer telephone promptly and in a polite and professional manner, following call center scripts.
• Handles all incoming telephone calls from patients, makes appointments, and answers general questions and inquires.
• Uses computer system (EMR System) to refer to existing patient’s information or set up new patients in the scheduling tool.
• Receives, directs, and relays telephone and fax information.
• Provides the patient with available timeslots.
• Communicates all add- ons, delays, cancellations, and “no-shows” to Clinic Coordinator. Reminds caller of cancellations/no-show policy.
• Responsible for inputting very detailed information on the patients using a variety of computer screens.
• Explains all current fees and patient’s financial responsibility and informs patient of payment required for existing balances due at or before next appointment.
• Provides information to callers on proactive policies and procedures such as what is required following physician template, in preparation for appoint (insurance, id, etc.).
• Schedule to ensure efficient patient flow based on predetermined appointment availability.
• Secures patient information and maintains patient confidence by completing and safeguarding medical records, completing diagnostic and procedure coding and keeping patients information confidential.
• Follows up with patients.

POSITION REQUIREMENTS:

A.KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of EMR systems preferably Athena
• Knowledge of front and back-office procedures
• Knowledge of HIPPA
• Knowledge of basic medical terminology
• General understanding of EOB’s (Explanation of Benefits), ability to interpret EOB’s
• Ability to operate basic office equipment
• Ability to read, understand and follow oral and written instructionsMust be well organized and detail-oriented
• Have the ability to respond well under pressure
• Promotes a professional, productive and positive work environment
• Skilled in multitasking effectively and answering multiple phone calls.
• Skilled in managing providers schedules.
• Skill in conducting cooperative interactions with patients and staff.
• Skills in prioritizing tasks and time management.
• Strong organizational skills.
• Ability to provide excellent customer service.
• Ability to interpret and respond appropriately to instructions.
• Ability to build rapport with patients and co-workers.
• Ability to recognize the need to escape calls to manager, nurse or provider as necessary.
• Ability to exercise sound judgment in handling calls, especially with dissatisfied patients.

QUALIFICATIONS:

B. EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• High School Diploma or equivalent
• Minimum of 1 year of relevant experience and /or training, or equivalent combination of education and experience in a medical call center role.

Diabetes & Glandular Disease Clinic, P.A.