Scheduler/Referral Coordinator- HS Pulmonology Clinic

EngageMED, Inc.; Hot Springs (AR); On-site; USD 22,000 - 30,000; Full time

Job summary

EngageMED, Inc. in Hot Springs, AR is seeking an Appointment Scheduler to coordinate patient appointments, testing, procedures, and referrals to ensure timely access to care. You will verify demographics and insurance, obtain authorizations, explain instructions, and handle payments with a focus on accuracy and service.

The role supports clinic operations under the Clinic Manager, requiring strong communication, organization, and attention to detail in a fast-paced setting.

Qualifications

• High school diploma or equivalent required.
• 2+ years scheduling or medical office experience preferred.
• Experience with EHR and patient scheduling systems.

Responsibilities

• Answer incoming calls and assist patients with scheduling, rescheduling, and canceling appointments.
• Schedule patient appointments, tests, procedures, and referrals with provider availability.
• Verify patient demographic and insurance information and update records as needed.
• Conduct insurance verification, pre-certification, and authorization activities.
• Collect co-pays, co-insurance, and other patient payments per policy.
• Coordinate scheduling with providers, staff, and external organizations.
• Maintain HIPAA confidentiality and handle protected health information.

Skills

Customer service

Clear communication

Scheduling proficiency

EHR systems

Office software

Organization

Multitasking

Data privacy

Education

High school diploma

Healthcare administration coursework

Tools

EHR systems

Microsoft Office

Scheduling software

Job description

Position: SchedulerDepartment: ClinicalFLSA Status: Non-ExemptReports To: Clinic ManagerJOB DESCRIPTIONJOB SUMMARY:The Appointment Scheduler is responsible for coordinating patient appointments, diagnostic testing, procedures, and referrals to ensure timely access to care. This position serves as a primary point of contact for patients, providing exceptional customer service while managing scheduling activities, verifying insurance coverage, obtaining necessary authorizations, and maintaining accurate patient information. The Appointment Scheduler supports efficient clinic operations through effective communication, organization, and attention to detail.Supervisory Responsibilities:NoneSafety Sensitive Role:YesDuties/Responsibilities:Answer incoming calls and assist patients with scheduling, rescheduling, and canceling appointments in accordance with clinic policies and provider availability.Schedule patient appointments, diagnostic tests, procedures, and referrals while ensuring accurate documentation and efficient use of provider schedules.Verify patient demographic and insurance information and update records as needed to maintain accuracy.Conduct insurance verification, pre-certification, and authorization activities to ensure coverage for scheduled services.Communicate appointment details, preparation instructions, and procedural requirements to patients in a clear and professional manner.Collect co-pays, co-insurance, and other patient payments in accordance with established policies and procedures.Coordinate scheduling activities with providers, clinical staff, referral sources, and external healthcare organizations to support continuity of care.Maintain patient confidentiality and handle protected health information in compliance with HIPAA and organizational standards.Resolve scheduling issues, patient concerns, and appointment conflicts in a professional and timely manner.Perform general administrative and clerical duties to support daily clinic operations.Complete other duties and special projects as assigned.Required Skills/Abilities:Demonstrated customer service skills with the ability to create a positive patient experience.Demonstrated ability to communicate clearly and professionally with patients, providers, staff, and external organizations.Demonstrated proficiency in scheduling appointments, coordinating multiple priorities, and maintaining accuracy in a fast-paced environment.Demonstrated knowledge of medical office procedures, insurance verification, pre-certification, and referral processes.Demonstrated ability to maintain confidentiality and handle sensitive patient information with discretion.Demonstrated proficiency with electronic health records (EHR), scheduling systems, Microsoft Office applications, and standard office technology.Demonstrated organizational skills and attention to detail with the ability to manage multiple tasks simultaneously.Demonstrated ability to work independently while contributing effectively as a member of a team.Demonstrated problem-solving skills and the ability to adapt to changing priorities and workflow demands.Demonstrated professionalism, reliability, and strong work ethic in all interactions.Education and Experience:High school diploma or equivalent required.Coursework or certification related to medical office administration, healthcare administration, or a related field preferred.Two (2) years of scheduling, patient access, medical office, or related healthcare administrative experience preferred.Experience using electronic health record (EHR) and patient scheduling systems.Physical Requirements:Prolonged periods of sitting and working at a computer workstation.Frequent use of a telephone, computer, keyboard, and other standard office equipment.Occasional standing, walking, bending, reaching, and lifting or carrying items weighing up to 15 pounds.DisclaimersThis job description reflects EngageMED’s assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.Critical features of this job are listed above. They may be subject to change at any time due to reasonable accommodation or other reasons.