Scheduling Coordinator

ExamWorks; Rancho Cordova (CA); On-site; USD 42,000 - 52,000; Full time

Job summary

ExamWorks is seeking a Scheduling Coordinator to coordinate appointments with clients, physicians and examinees in a medical office setting in Rancho Cordova, CA. The role ensures provider specialty and location requirements are met and ancillary services are arranged.

You will manage appointment scheduling through the system, confirm dates with physicians and clients, communicate changes or cancellations, and support billing and coordination of travel or lodging for out-of-town examinees.

Qualifications

• Ability to consistently handle multiple phone lines with heavy call volume.
• Exceptional communication skills.
• Typing speed of at least 35 WPM.
• Ability to work independently and manage time effectively.
• Maintain confidentiality and handle sensitive information.
• Collaborate in a team-oriented environment.
• Ability to follow company policies and procedures.

Responsibilities

• Schedule examinations and coordinate with physicians, clients, and examinees.
• Confirm appointment dates and times with offices and clients.
• Communicate changes, no-shows, and cancellations.
• Prepare and send exam notification letters daily.
• Coordinate ancillary services when needed (interpretation, transportation, etc.).
• Assist with billing related issues and pre-payments when required.

Skills

Phone handling

Communication skills

Typing 35 WPM

Independence

Time management

Confidentiality

Team orientation

Policy compliance

Education

High school diploma

Tools

Computer & office devices

Job description

SUMMARYThe Scheduling Coordinator is responsible to schedule and coordinate appointments with clients, physicians and examinees. This position ensures that client specific requirements for provider specialty and location are met, and that all ancillary services are arranged.ESSENTIAL JOB FUNCTIONS:Schedule examinations through the system database.Schedule and confirm appointment dates and times with physicians’ offices.Communicate with clients regarding appointment scheduling, physician CV’s, appointment changes, no shows, cancellations, and receipt of medical records and/or images.Confirm receipt of records for record review referrals.Prepare and send exam notification letters daily.Communicate with physicians, clients and or examinees.Submit client invoice and/or issues to accounting if charges are incurred.Ensure prompt pre-payment for services issued when required.Coordinate ancillary services such as interpretation, chaperones, transportation, and or exam site rentals when needed.Respond to requests for report status and/or information.Provide support to other offices as needed.Arrange lodging and or transportation for out-of-town examinees.Process mail, deliveries and shipments as needed.Participate in various educational and or training activities as required.Perform other duties as assigned.MINIMUM REQUIRED QUALIFICATIONSEducation and/or ExperienceHigh school diploma or equivalent required. A minimum of one year related experience; or equivalent combination of training and experience. Experience in a medical office preferred.Certificates, Licenses, RegistrationsNo specific requirements.ESSENTIAL COMPETENCIESQUALIFICATIONSAbility to consistently handle multiple phone lines with heavy call volume.Ability to operate computer, fax, copier, scanner, and telephone.Must be able to type a minimum of 35 W.P.M.Ability to follow instructions and respond to upper managements’ directions accurately.Demonstrates accuracy and thoroughness. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.Must demonstrate exceptional communication skills.Must be able to work independently, prioritize work activities and use time efficiently.Must be able to maintain confidentiality.Must be able to demonstrate and promote a positive team -oriented environment.Must be able to stay focused and concentrate under normal or heavy distractions.Must be able to work well under pressure and or stressful conditions.Must possess the ability to manage change, delays, or unexpected events appropriately.Ability to follow all company policies and procedures in effect at time of hire and as they may change or be added from time to time.LANGUAGE/COMMUNICATION SKILLSAbility to read, analyze and interpret common correspondence, medical records, and legal contracts and documents.Ability to write clearly and informatively to all required audiences and edit own work for appropriate spelling and grammar.Ability to respond appropriately and professionally to all inquiries or complaints from customers, upper management, regulatory agencies, and/or members of the business community.Ability to effectively present information one-on-one, in small groups, and/or clients or vendors of the company.PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.This is generally a sedentary job position that consists of:Ability to work at a desk or similar office-type furnishings up to 8 hours a day or longer as required by business needs.Ability to operate a computer up to 4 hours at a time.Ability to travel to different floors of the office or other locations.Ability to move throughout the office.Occasionally lifting and/or carrying up to 10 lbs.Occasionally pushing/pulling up to 10 lbs.Occasionally subject to bending, squatting or twisting.WORK ENVIRONMENTThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Extended hours are occasionally required beyond the regular eight (8) hour work day.The noise level in the work environment is usually moderate.DISCLAIMERThis Job Description is not an exhaustive list of all functions employees may be required to perform in the described role, and additional functions may be required. This Job Description is applicable to the above position with ExamWorks and/or any of its affiliates (collectively referred to as “ExamWorks”). ExamWorks reserves the right to revise this Job Description at any time with or without notice to employees. Employment with ExamWorks is at-will, and nothing in this Job Description changes that at-will status. Employees must be able to perform the essential functions of this position satisfactorily. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions of this position, unless such accommodations would cause an undue hardship to ExamWorks.