Scheduling Access Specialist, Pulmonology (Hyannis)

capecodhc; Massachusetts; On-site; USD 42,000 - 54,000; Full time

Job summary

capecodhc is seeking a dedicated receptionist/EMR specialist to manage patient access and scheduling across departments. The role emphasizes accurate data entry, prompt communication, and adherence to HIPAA guidelines while supporting clinicians’ daily workflows.

Responsibilities include maintaining schedules, reconciling modifications, and ensuring timely confirmations and follow-ups with patients. A high school diploma and at least one year of medical scheduling experience are preferred.

Qualifications

• High school graduate or equivalent.
• At least 1 year experience with medical scheduling.
• Experience with EMR/EHR and medical office software preferred.
• Excellent customer service and communication skills.
• Typing speed of 30 WPM or higher.
• Familiarity with medical terminology is a plus.

Responsibilities

• Serve as primary contact for patient access and scheduling.
• Maintain provider schedules to meet productivity targets and flow.
• Attend team meetings to discuss patient access and scheduling guidance.
• Edit clinician schedules and reschedule as needed.
• Ensure HIPAA-compliant handling of patient information.
• Answer calls promptly and route messages accurately in the EMR.
• Confirm appointments and manage cancellations/no-shows.

Skills

Customer service

Communication

Interpersonal skills

Typing 30 WPM

Education

High school diploma

Tools

EMR/EHR systems

MS Office

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