Scheduling Access Specialist (Sandwich)

capecodhc; Massachusetts; On-site; USD 25,000 - 30,000; Full time

Job summary

capecodhc in Massachusetts is hiring a medical scheduling receptionist to manage patient access, clinic schedules and front desk operations. You will coordinate appointments, update patient demographics, and ensure accurate data in the EMR.

The role requires strong customer service, excellent communication, and HIPAA compliance, with experience in EMR and MS Office preferred. This position is on-site in MA with opportunities to support multiple MACC practices as needed.

Qualifications

• High school diploma or equivalent.
• At least 1 year of medical scheduling experience preferred.
• Experience with medical office technology (EMR, MS Office) preferred.
• Typing speed 30 WPM preferred.

Responsibilities

• Primary contact for patient access for patients and other departments.
• Maintains provider schedules to meet productivity targets and patient flow.
• Attends monthly team meetings with physicians and nurses to discuss patient access and scheduling.
• Manages schedules during transitions to new care models.
• Monitors physician panels and contacts patients overdue for appointments.
• Tracks ED/Urgent Care patients and follows up for a visit.
• Schedules appointments and consults in the EMR per scheduling protocols.
• Answers calls promptly, directs calls, and records messages in the EMR.
• Obtains accurate patient information during scheduling (demographics and insurance).
• Reschedules appointments and extends schedules as needed.
• Processes cancellations and no-shows; notifies clinicians of changes.
• Edits clinician schedules for time off and meetings; reschedules as needed.
• Maintains efficient daily patient flow and front office operations.
• Sends out new patient packages when applicable.
• Confirms appointments within 24 hours.
• Liaises with existing and new patients seeking care.
• Performs receptionist and EMR specialist duties as needed.
• Communicates unresolved issues to manager for timely intervention.
• Uses scheduling reports to follow up with patients.

Skills

Reading & writing in English

Customer service

Strong communication

HIPAA compliance

Education

High school diploma or equivalent

Tools

EMR system

MS Office

Scheduling software

Job description

1. Primary contact for patient access for patients and other departments.
2. Maintains provider schedules to achieve productivity targets, patient access and provider flow.
3. Attends monthly team meeting with physicians and nurses to offer suggestions and guidance regarding patient access and the schedule.
4. Manages the schedule during transition to new models of care when applicable.
5. Monitors physician’s panel and contacts patients who are past due for appointments.
6. Tracks patients who were seen in Emergency Department or Urgent Care and contacts them to offer a follow up appointment.
7. Schedule patient appointments and/or consult requests in person or by telephone in the electronic medical record system in accordance to department scheduling protocols.
8. 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
9. Obtains accurate and proper information when scheduling appointments, including updated demographics and insurance/payer information
10. Reschedules patient appointments and extends patient schedules as necessary
11. Processes cancellations and no show appointments, and notifies clinician of change in schedule.
12. 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
13. Maintains efficient flow of daily patient schedule and front office operations
14. Mail out new patient package when applicable
15. Confirms appointments within 24 hours
16. Liaison for existing and future patients seeking new and follow-up care appointments
17. Performs tasks as a receptionist and EMR Specialist as needed
18. Timely communication of unresolved issues to manager or designee to facilitate timely interventions
19. Utilize patient scheduling reports to follow-up with patients that have not scheduled a future visit
20. Maintains harmonious and cooperative relations with fellow employees, medical staff, patients and guests
21. Maintains confidentiality regarding patient information in accordance to HIPAA regulations
22. Ability to float to other MACC practices when required
23. 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