Scheduler, Clinic

Shenandoah Medical Center; Shenandoah (DE); On-site; USD 38,000 - 58,000; Full time

Job summary

Shenandoah Medical Center is seeking a Scheduling Coordinator to manage patient appointment flow, including new patient referrals, routine follow-ups, and same-day urgent visits, ensuring documentation and eligibility are complete before visits.

You will collaborate with clinicians, nurses, and patient services to optimize clinic flow, maintain accurate patient records, and reduce no-shows through reminders and proactive outreach.

Responsibilities

• Coordinates scheduling of new patient consultations based on referral information, provider guidelines, and appointment availability.
• Ensures receipt of required documentation prior to scheduling and maintains communication with referring provider offices to obtain missing information when necessary.
• Tracks referral status, appointment completion, and no-show or canceled new patient visits according to clinic protocol.
• Schedules follow-up appointments at clinically appropriate intervals (e.g., 3, 6, 9, or 12 months) based on provider recommendations and patient needs.
• Maintains accurate patient demographics and contact information to support outreach and reminder processes.
• Monitors recall lists and assist with rescheduling missed or canceled follow-up appointments to support continuity of care.
• Facilitates scheduling of urgent or same-day appointments in accordance with clinic protocols and provider availability.
• Collaborates with nursing or clinical staff to determine appropriate placement of urgent visits and transfers patients to clinical personnel when triage is required.
• Coordinates next-day, urgent follow-up, and add-on appointments while balancing provider capacity and clinic flow.
• Communicates directly with providers, nursing staff, and support personnel to ensure appropriate scheduling and preparation for the visit.
• Complete pre-registration for scheduled patients to ensure accurate demographics, insurance, and contact information prior to the visit.
• Verifies eligibility when applicable updates guarantor and payer information, confirm primary care provider and referral requirements.
• Continuously monitors schedules for changes, cancelations, and opening to optimize access and utilization
• Utilizes reminder systems and outreach processes to confirm appointments, address schedules adjustments, and reduce no-shows when appliable.
• Performs other duties as assigned.

Job description

1. New Patient Referrals

• Coordinates scheduling of new patient consultations for primary care and internal specialty services based on referral information, provider guidelines, and appointment availability.
• Ensures receipt of required documentation prior to scheduling and maintains communication with referring provider offices to obtain missing information when necessary.
• Tracks referral status, appointment completion, and no-show or canceled new patient visits according to clinic protocol.

2. Routine Calling and Follow- Up Scheduling

• Schedules follow-up appointments at clinically appropriate intervals (e.g., 3, 6, 9, or 12 months) based on provider recommendations and patient needs.
• Maintains accurate patient demographics and contact information to support outreach and reminder processes.
• Monitors recall lists and assist with rescheduling missed or canceled follow-up appointments to support continuity of care.

3. Same Day Urgent Appointments

• Facilitates scheduling of urgent or same-day appointments in accordance with clinic protocols and provider availability.
• Collaborates with nursing or clinical staff to determine appropriate placement of urgent visits and transfers patients to clinical personnel when triage is required.

4. Follow Up, Next Day and Add on Appointments

• Coordinates next-day, urgent follow-up, and add-on appointments while balancing provider capacity and clinic flow.
• Communicates directly with providers, nursing staff, and support personnel to ensure appropriate scheduling and preparation for the visit.

5. PRE- Registration and Visit Preparation

• Complete pre-registration for scheduled patients to ensure accurate demographics, insurance, and contact information prior to the visit.
• Verifies eligibility when applicable updates guarantor and payer information, confirm primary care provider and referral requirements.

6. Schedule Monitoring and Appointment Management

• Continuously monitors schedules for changes, cancelations, and opening to optimize access and utilization
• Utilizes reminder systems and outreach processes to confirm appointments, address schedules adjustments, and reduce no-shows when appliable.

7. Performs other duties as assigned.