Scheduling Access Specialist

capecodhc; Massachusetts; On-site; USD 23,000 - 30,000; Full time

Job summary

capecodhc in Massachusetts seeks an experienced Front Desk/EMR Scheduler to manage patient access and scheduling in a fast-paced clinical setting.

The role involves coordinating provider calendars, confirming appointments, and ensuring accurate patient information in the EMR. Strong customer service, communication skills, and HIPAA compliance are essential for delivering quality patient care.

Qualifications

• 1+ year of medical scheduling experience preferred.
• Experience with Electronic Medical/Health Records systems.
• Proficient with MS Office.
• Excellent customer service and communication skills.
• HIPAA confidentiality knowledge.

Responsibilities

• Serve as primary contact for patient access and department scheduling guidance.
• Maintain provider schedules to meet productivity targets and patient flow.
• Attend monthly team meetings to discuss patient access and scheduling.
• Manage schedules during transitions to new care models.
• Contact patients past due for appointments from physician panels.
• Schedule appointments and consults in EMR per protocols.
• Answer calls promptly, direct to correct person, and log messages in EMR.
• Ensure accurate scheduling information including demographics and insurance payer data.
• Reschedule, cancel, and notify clinicians of changes; edit schedules as needed.
• Maintain front office operations and confidential patient information per HIPAA.

Skills

Medical scheduling

EMR systems

Customer service

MS Office

Education

High school diploma or equivalent

Tools

MS Office

Electronic Medical Records

Job description

• Primary contact for patient access for patients and other departments.
• Maintains provider schedules to achieve productivity targets, patient access and provider flow.
• Attends monthly team meeting with physicians and nurses to offer suggestions and guidance regarding patient access and the schedule.
• Manages the schedule during transition to new models of care when applicable.
• Monitors physician’s panel and contacts patients who are past due for appointments.
• Tracks patients who were seen in Emergency Department or Urgent Care and contacts them to offer a follow up appointment.
• Schedule patient appointments and/or consult requests in person or by telephone in the electronic medical record system in accordance to department scheduling protocols.

• Answers the phone in a timely, polite and professional manner, in three rings or less, directs calls to appropriate persons and takes accurate messages within the electronic medical record
  • Obtains accurate and proper information when scheduling appointments, including updated demographics and insurance/payer information
  • Reschedules patient appointments and extends patient schedules as necessary
  • Processes cancellations and no show appointments and notifies clinician of change in schedule.
  • Edit clinicians' schedules as needed to include time off, sick time, vacation, in-service and meeting time; calls patients to reschedule appointments when clinician is out, and makes edits in computerized schedule
• Maintains efficient flow of daily patient schedule and front office operations
  • Mail out new patient package when applicable
  • Confirms appointments within 24 hours
  • Liaison for existing and future patients seeking new and follow-up care appointments
  • Performs tasks as a receptionist and EMR Specialist as needed
  • Timely communication of unresolved issues to manager or designee to facilitate timely interventions
  • Utilize patient scheduling reports to follow-up with patients that have not scheduled a future visit
  • Maintains harmonious and cooperative relations with fellow employees, medical staff, patients and guests
  • Maintains confidentiality regarding patient information in accordance to HIPAA regulations

Ability to float to other MACC practices when required

• Perform other work-related duties and activities as assigned or requested

• Ability to read, write and communicate in English
• High school graduate or equivalent

• At least one (1) year of experience with medical scheduling preferred
• At least one (1) year experience with current office technology, proficient with medical computer office applications (Electronic Medical/Health Records, MS Office, etc.) preferred
• Demonstrated excellence in providing customer service
• Strong communication and interpersonal skills
• Medical terminology knowledge preferred
• Typing skills at 30 WPM preferred