Scheduling Coordinator (33063)

ExamWorks, Inc.; Rockford (IL); Remote; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical

Vision

Dental

Paid Time Off

401k

Job summary

ExamWorks is seeking a highly organized Scheduling Coordinator for a 100% remote, Monday–Friday role (8:00am–4:30pm or 8:30am–5:00pm CST). You will coordinate examinations between clients, physicians, and examinees, ensuring provider availability and proper records flow.

Work from home with a focus on customer service, accuracy, and timely communication. The role requires at least one year of customer service experience and proficiency with Microsoft Office and HIPAA compliance.

Qualifications

• High school diploma or equivalent required.
• Minimum one year of customer-service experience.
• Familiarity with HIPAA regulations and compliance standards.
• Strong computer skills with basic software programs.

Responsibilities

• Schedule examinations and manage system database.
• Confirm appointment dates with physicians' offices.
• Communicate changes and status to clients and collect medical records.
• Coordinate ancillary services as needed.
• Process invoices and ensure pre-payment where required.
• Provide support to other offices as needed.

Skills

Customer service

Organizational skills

Communication

Problem solving

HIPAA compliance

Time management

Detail oriented

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Outlook

Microsoft Excel

Internet

Job description

At ExamWorks, we pride ourselves on delivering exceptional service through teamwork, attention to detail, and a commitment to helping others. We're looking for a highly organized Scheduling Coordinator who thrives in a fast-paced environment and enjoys balancing multiple priorities while providing outstanding customer service.

If you're a natural problem-solver, enjoy coordinating moving pieces, and find satisfaction in creating a smooth experience for clients and customers alike, we'd love to connect with you.

This is a 100% remote, work from home position with a schedule of Monday through Friday, 8:00am-4:30pm or 8:30am-5:00pm CST.

What You'll Do

As a Scheduling Coordinator, you'll play a key role in coordinating appointments between clients, physicians, and examinees. You'll ensure provider specialty and geographic requirements are met, secure appointment availability, and arrange any necessary ancillary services to support a seamless scheduling process. Your organizational skills, sense of urgency, and customer-focused approach will help ensure every appointment is handled accurately and efficiently.

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.

Reach out to physician offices nationwide to identify and recruit providers interested in performing Independent Medical Evaluations (IMEs)

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.

Qualifications

• High school diploma or equivalent required.
• Minimum one year customer-service experience; or equivalent combination of education and experience preferred.
• Must possess complete knowledge of general computer, fax, copier, scanner, and telephone.
• Must be knowledgeable of multiple software programs, including but not limited to Microsoft Word, Outlook, Excel, and the Internet.
• Must have ability to be trained on and adhere to HIPAA regulations and compliance standards.
• Ability to follow instructions and respond to managements' directions accurately.
• Must demonstrate accuracy, thoroughness, and responsibility for quality of work, and ability to take initiative to identify improvements. Looks for ways to improve and promote quality and monitors own work to ensure quality is met.
• Must be able to work independently, prioritize work activities and use time efficiently.
• Must be able to maintain confidentiality.
• 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.

ExamWorks is a leading provider of innovative healthcare services including independent medical examinations, peer reviews, bill reviews, Medicare compliance, case management, record retrieval, document management and related services. Our clients include property and casualty insurance carriers, law firms, third-party claim administrators and government agencies that use independent services to confirm the veracity of claims by sick or injured individuals under automotive, disability, liability and workers' compensation insurance coverages.

ExamWorks, LLC is an Equal Opportunity Employer and affords equal opportunity to all qualified applicants for all positions without regard to protected veteran status, qualified individuals with disabilities and all individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age or any other status protected under local, state or federal laws.

ExamWorks offers a fast-paced team atmosphere with competitive benefits (medical, vision, dental), paid time off, and 401k.

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