Scheduling Specialist - Highlawn

Valley Health Systems, Inc.; Huntington (WV); On-site; USD 36,000 - 48,000; Full time

Job summary

The Referral Scheduling Specialist at Valley Health Systems, Inc. coordinates and schedules specialty referrals, diagnostic testing, and ancillary services for patients.

This role serves as a liaison among patients, providers, specialists, hospitals, and insurance entities to ensure timely access to care while supporting high-quality, patient-centered, and coordinated healthcare. The specialist collaborates with providers, clinical staff, registration staff, and external healthcare organizations

Qualifications

• High School Diploma or GED required.
• Minimum of one year of healthcare scheduling or medical office experience preferred.
• Referral scheduling experience preferred.
• Experience using an Electronic Health Record (Epic preferred).
• Knowledge of medical terminology, insurance plans, and referral processes.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent customer service skills.
• Strong verbal and written communication.
• Ability to work independently and within a team.
• Attention to detail.
• Time management skills.
• Problem-solving abilities.

Responsibilities

• Schedule specialty appointments, diagnostic procedures, imaging, therapy services, and other referred services.
• Contact patients to coordinate appointment dates, times, and locations.
• Schedule referrals according to organizational priority guidelines (STAT, Urgent, Routine).
• Ensure appointments are scheduled within established turnaround times.
• Maintain accurate documentation of all scheduling activities in Epic.

Skills

Customer service

Communication

Time management

Organizational skills

Team collaboration

Problem solving

Education

High School Diploma or GED

Tools

Epic

EHR systems

Microsoft Office

Job description

Job Summary:

The Referral Scheduling Specialist is responsible for coordinating and scheduling specialty referrals, diagnostic testing, and ancillary services for patients. This position serves as a liaison between patients, providers, specialists, hospitals, and insurance companies to ensure timely access to care while supporting the organization's commitment to providing high-quality, patient-centered, and coordinated healthcare.

Job Summary:

The Referral Scheduling Specialist is responsible for coordinating and scheduling specialty referrals, diagnostic testing, and ancillary services for patients. This position serves as a liaison between patients, providers, specialists, hospitals, and insurance companies to ensure timely access to care while supporting the organization's commitment to providing high-quality, patient-centered, and coordinated healthcare.

The Referral Scheduling Specialist works collaboratively with providers, clinical staff, registration staff, and external healthcare organizations to facilitate closed-loop referral management and ensure compliance with HRSA, payer, and organizational requirements.

Essential Duties and Responsibilities:

• Schedule specialty appointments, diagnostic procedures, imaging, therapy services, and other referred services.
• Contact patients to coordinate appointment dates, times, and locations.
• Schedule referrals according to organizational priority guidelines (STAT, Urgent, Routine).
• Ensure appointments are scheduled within established turnaround times.
• Maintain accurate documentation of all scheduling activities in Epic.

Referral Coordination

• Receive and review scheduling requests for completeness.
• Verify all required clinical documentation accompanies referrals.
• Coordinate with specialty offices regarding referral requirements.
• Assist patients with questions regarding referral appointments and next steps.
• Educate patients regarding:
• Appointment details
• Preparation instructions
• Required documentation
• Insurance requirements
• Transportation resources when appropriate
• Document all patient communication in Epic

Insurance and Authorization Collaboration

• Verify whether prior authorization is required before scheduling when applicable.
• Collaborate with Authorization Specialists to ensure approvals are obtained prior to services.
• Communicate authorization status to specialty offices and patients as needed.
• Monitor assigned Scheduling work queues.
• Ensure referrals are progressing through the scheduling process.
• Escalate barriers that may delay patient care.
• Follow organizational referral policies.

Care Coordination

• Collaborate with:
• Providers
• Clinical Support Staff
• Front Office staff
• Authorization Specialists
• Outside specialty offices
• Promote continuity of patient care across the healthcare system.

Documentation

• Document scheduling attempts and outcomes.
• Record patient contact attempts.
• Maintain accurate appointment information.
• Scan or upload scheduling documentation when required.
• Update referral status accurately within the EHR.

Customer Service

• Provide exceptional customer service to patients and external partners.
• Demonstrate professionalism during all patient interactions.

Quality Expectations

• Meet established scheduling productivity standards.
• Meet turnaround time expectations for referral scheduling.
• Maintain high documentation accuracy.
• Demonstrate strong customer service skills.
• Support organizational quality improvement initiatives.
• Participate in workflow improvement activities.

Other

• Maintain compliance with all HIPAA and privacy standards
• Maintain compliance with all company policies and procedures
• Other duties as assigned.

Education and/or Work Experience Requirements:

• High School Diploma or GED required.
• Minimum of one year of healthcare scheduling or medical office experience preferred.
• Referral scheduling experience preferred.
• Experience in an FQHC or primary care setting preferred.
• Experience using an Electronic Health Record (Epic preferred).
• Knowledge of medical terminology, insurance plans, and referral processes.
• Strong organizational skills with the ability to manage multiple priorities.
• Excellent customer service skills.
• Strong verbal and written communication.
• Ability to work independently and within a team.
• Attention to detail.
• Time management skills.
• Problem-solving abilities.
• Basic computer proficiency including Microsoft Office applications.

Monday - Friday 8-4:30