Scheduling Coordinator

Valid8 Financial, Inc.; City of Albany (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

The Scheduling Coordinator role involves managing daily patient appointment scheduling and administrative operations in a designated office, five days per week onsite to comply with state requirements.

Key duties include coordinating provider calendars, communicating updates, handling inquiries with courtesy, and ensuring HIPAA-compliant patient confidentiality. Strong organizational and Microsoft Office skills are essential; prior scheduling experience in a medical office is preferred.

Qualifications

• High school diploma or GED required.
• Minimum of two (2) years of progressively responsible clerical or scheduling experience preferred.
• Previous experience in a scheduling coordinator, medical office, or similar administrative role preferred.

Responsibilities

• Schedule and coordinate patient appointments for consultations, evaluations, treatments, follow-ups, and re-evaluations.
• Manage provider and departmental calendars to ensure efficient workflow and adequate appointment timing.
• Monitor schedules and make adjustments as needed to accommodate changes, cancellations, or urgent requests.
• Communicate schedule updates promptly to patients, providers, and staff.
• Confirm and reschedule appointments while maintaining accurate records.
• Answer and respond to telephone calls professionally and promptly.
• Address patient questions and customer service inquiries with courtesy and efficiency.
• Provide support tailored to the needs of diverse patient populations.

Skills

Communication

Customer service

Organization

Prioritization

Microsoft Office

HIPAA knowledge

Education

High school diploma or GED

2+ years scheduling/clerical experience

Tools

Microsoft Word

Microsoft Excel

Microsoft Teams

Microsoft Outlook

Job description

The Scheduling Coordinator is responsible for managing daily patient appointment scheduling and administrative operations. This role serves as a primary point of contact for patients, clinical staff, referral sources, and corporate personnel to ensure efficient scheduling, excellent customer service, and coordinated patient care. The ideal candidate is highly organized, detail-oriented, and able to thrive in a fast-paced healthcare environment.

Work Location

The Scheduling Coordinator works in the designated office 5 days/week, independently, requiring onsite attendance due to state requirements.

Schedule and coordinate patient appointments for consultations, evaluations, treatments, follow-ups, and re-evaluations.

• Manage provider and departmental calendars to ensure efficient workflow and adequate appointment timing.
• Monitor schedules and make adjustments as needed to accommodate changes, cancellations, or urgent requests.
• Communicate schedule updates promptly to patients, providers, and staff.
• Confirm and reschedule appointments while maintaining accurate records.
• Answer and respond to telephone calls professionally and promptly.
• Address patient questions and customer service inquiries with courtesy and efficiency.
• Provide support tailored to the needs of diverse patient populations, including considerations related to age, culture, language, hearing, and visual impairments.
• Communicate effectively with patients, parents, caregivers, and healthcare staff at an appropriate comprehension level.

HR Support

• Ensure all nurse credentials are valid and current (nursing degrees, certifications, licenses)
• Maintain credentialling tracker
• Ensure all SharePoint files are current for ongoing audits

Administrative & Office Support

• Perform all front desk and clerical responsibilities.
• Manage office inventory and place supply orders as needed.
• Send and receive mail and packages.
• Relay important information to field staff and management when necessary.
• Communicate updates, concerns, and operational issues with management via phone, email, or video conferencing.

Qualifications

Required Skills & Abilities

• Excellent verbal and written communication skills.
• Strong interpersonal and customer service abilities.
• Exceptional organizational skills and attention to detail.
• Ability to prioritize tasks and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications, including Word, Excel, Teams, and Outlook.
• Basic knowledge of office equipment and administrative procedures.
• Understanding of HIPAA compliance and patient confidentiality standards.

Education & Experience

• High school diploma, GED, or equivalent required.
• Minimum of two (2) years of progressively responsible clerical or scheduling experience preferred.
• Previous experience in a scheduling coordinator, medical office, or similar administrative role preferred.
• Strong computer proficiency required.

Physical Requirements

• Prolonged periods of sitting and working at a computer.
• Ability to lift up to 10-20 pounds as needed.