Scheduling Coordinator II

Boston Children’s Hospital; Boston, Northern (MA, KY); Hybrid; USD 42,000 - 58,000; Full time

Job summary

Boston Children’s Hospital is seeking an administrative scheduler to manage patient appointments and check-ins across departments. You will screen patients, collect demographic and insurance information, and coordinate care with providers and interpreters as needed.

The role requires strong communication, adherence to HIPAA policies, and the ability to work in a hybrid office with some remote coordination; prior healthcare admin experience is preferred.

Qualifications

• High School diploma or GED required; relevant healthcare admin experience preferred.
• At least 1 year of healthcare administrative experience.
• Ability to schedule appointments and check-in using EPIC.
• Must maintain patient confidentiality under HIPAA.

Responsibilities

• Schedule appointments across multiple areas, coordinate with providers, locations, and families.
• Collect and verify patient demographics, insurance, and referral information per HIPAA.
• Screen patients for contraindications and complete screening forms.
• Answer and triage calls, route messages, and provide routine information.
• Create registrations and check-in patients in EPIC; greet patients timely.
• Collaborate with the care team to promote patient goals and outcomes.
• Work independently with some supervision.

Skills

Patient scheduling

HIPAA compliance

Effective communication

Teamwork

Problem solving

Education

High School Diploma / GED

Tools

EPIC

Job description

Position Summary/ Department 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. Registers and checks in patients and monitors the workflow in the waiting room. 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.


• 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.


• 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.

Schedule:

Monday - Friday: 8:00am -4:30pm

Hybrid - 2 days/week in either Boston or Needham office

Minimum Qualifications

Education:

High School Diploma / GED required

Experience:

One (1) year healthcare admin experience