Scheduling Coordinator II

Boston Children’s Hospital; Boston (MA); Remote; USD 42,000 - 52,000; Full time

Job summary

Boston Children’s Hospital is seeking an Administrative Scheduler to manage patient appointments and pre-authorization processes. The role requires accurate data entry, strong communication, and teamwork within a remote-friendly environment.

Responsibilities include scheduling across multiple departments, entering demographic and insurance information, and assisting with check-in in EPIC. Candidates should be detail-oriented and able to work independently with minimal supervision.

Qualifications

• High School Diploma or GED required.
• Experience with data entry and basic computer tasks.
• Strong written and verbal communication and empathy.
• Detail-oriented with strong organization and planning.

Responsibilities

• Schedule appointments and procedures across departments, coordinating with providers, locations, and families.
• Collect, verify, and record patient demographics, insurance/payment, and referral data for appointments; enter CPT and ICD codes for authorizations.
• Screen patients for contraindications and update scheduling information accurately.
• Answer and route calls, triage urgent requests, and provide courteous service within scope.
• Create registrations and perform EPIC check-in; greet patients and monitor waiting areas and communications.
• Collaborate with team to deliver exceptional patient care and service; work independently with some supervision.

Skills

Basic computer skills

Analytical skills

Communication skills

Attention to detail

Time management

Education

High School Diploma or GED

Tools

EPIC

Job description

Position Summary

Schedules patients in multiple areas for appointments or procedures. Collects, verifies, and records required information, screens patients according to departmental policies, and enters information accurately into hospital and departmental computer systems. Answers, screens, and routes telephone calls and performs general office support. May complete work necessary for pre-authorizations and/or referrals. Communicates effectively and promotes teamwork.

Key responsibilities

• Schedules appointments/procedures across the enterprise in multiple areas, coordinating with the providers, locations, and families, following department scheduling guidelines. Responds to patient’s concerns and needs, offering possible appointment options such as location and time. Enters appropriate information in hospital IT systems and coordinates care with interpreter services, when necessary. Has in depth knowledge of at least one area/modality and acts as a resource for that area/modality.
• Collects, verifies, records and processes patient demographics, insurance/payment and referral information required for patient appointments in accordance with HIPAA approved procedures. Enters the correct CPT codes to describe examinations and ICD-9/10 codes to facilitate the authorization process. Runs reports as needed.
• Screens patients for potential contraindications for examination and/or location according to area needs, escalating questions and issues appropriately. Accurately fills out paper and/or electronic screening forms, when needed. Updates screening/scheduling information, when necessary.
• Answers, screens and routes telephone calls in a courteous and respectful manner following departmental guidelines. Records and forwards messages and triages calls for urgent information or services. Responds to requests for routine information or assistance within scope of knowledge and authority.
• Creates registration and performs check-in for patients in EPIC. Performs responsibilities of the receptionist in the area, assuring that patients are greeted in a timely manner and monitors the activities in the waiting room.
• Works with others to promote and encourage each person’s contribution on the interdisciplinary team toward achieving optimal patient goals and outcomes. Provides exceptional care, exceptional service.
• Should be able to work independently with some supervision.

Minimum qualifications

Education: High School Diploma or GED

Experience:

• Basic computer skills
• Analytical skills and judgment to interpret data and take appropriate action in circumstances and situations that vary. Contributes to a supportive team environment within and between other departments and organizations.
• Ability to communicate effectively both orally and in writing and provide empathy in difficult interpersonal situations.
• Strong attention to details, commitment to excellence, strong planning and organizational skills, using time efficiently, and prioritizing and coordinating tasks appropriately.

Schedule: Monday- Friday 100% remote