Specialty Scheduler

Vail-Health-Hospital; Vail (CO); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

Competitive wages

Parental leave

Housing programs

Childcare reimbursement

Medical

Vision

Tuition Assistance

Student loan repayment

Specialty certification reimbursement

Annual supplemental educational funds

Paid time off

403(b) retirement plan

Life insurance

Short and long-term disability

Wellbeing reimbursement

Recreation discounts

Pet insurance

Job summary

Vail Health's Howard Head Sports Medicine is seeking a Specialty Scheduler in Vail, CO. This full-time role is the first point of contact for patients and referring offices, aimed at expediting scheduling and improving the patient experience.

You will handle calls, coordinate with patients, providers, and insurers; create pre-registration accounts; schedule therapy sessions; and support front desk as needed. This position emphasizes accuracy, communication, and HIPAA compliance.

Qualifications

• Administrative experience in a clinic setting preferred.

Responsibilities

• Answer incoming calls, take messages, prioritize and redirect calls promptly.
• Coordinate between patient, referring provider, insurance, interpreting services and clinic to manage logistics and enhance the patient experience.
• Call potential patients upon receiving – explain expectations, insurance benefits, additional education, directions, and check in times as needed. Send follow-up email with information if patient cannot be contacted by phone.
• Creates complete and accurate Pre-Registration accounts for all scheduled appointments.
• Schedule patients for therapy for expected duration of stay and follow up visits. Track and contact patients for re-evaluation and follow-up physical therapy visits while monitoring authorizations for continued care.
• Perform PAR tasks such as paperwork prep, review, scanning, insurance benefits/HHSP, and follow-up schedules. Cover phone tree and front desks based on business needs.
• Regular meeting cadence with HHSM Team Leads and physician groups to foster relationships
• Track referral capture rates.
• Role models for the principles of a Just Culture.
• Perform other duties as assigned. Must be HIPAA compliant.

Skills

Administrative experience

Job description

Explore job opportunities at Vail Health

7100 Howard Head Sports Center-Vail

Specialty Scheduler

New

Schedule

Schedule Full-time year-round Shift Days

Details

Company Howard Head Sports Medicine Location Vail, CO Category Administrative/Clerical Clinical No Close Date October 2, 2026

Pay

Hourly $21.32 – $25.40 USD

About the opportunity:

The Howard Head Sports Medicine scheduler will be the first point of contact between the patient and/or MD office and Therapy office and shall increase the conversion rate of MD referrals by expediting and streamlining the scheduling process to enhance the patient experience. Responsible for coordination of logistics during the patient’s episode of care.

What you will do:

• Responsible for answering incoming phone calls, taking complete messages, prioritizing and redirecting calls appropriately and timely monitoring of incoming referrals.
• Coordinate between patient, referring provider, insurance, interpreting services and clinic to manage logistics and enhance the patient experience.
• Call potential patients upon receiving– explain expectations, insurance benefits, additional education, directions, and check in times as needed. Send follow-up email with information if patient cannot be contacted by phone.
• Creates complete and accurate Pre-Registration accounts for all scheduled appointments.
• Schedule Patients for therapy for expected duration of stay and follow up visits. Track and contact patients for re-evaluation and follow-up physical therapy visits while monitoring authorizations for continued care.
• Perform PAR tasks such as paperwork prep, review, scanning, insurance benefits/HHSP, and follow-up schedules. Cover phone tree and front desks based on business needs.
• Regular meeting cadence with HHSM Team Leads and physician groups to foster relationships
• Track referral capture rates.
• Role models for the principles of a Just Culture.
• Perform other duties as assigned. Must be HIPAA compliant.

This description is not intended and should not be construed to be an exhaustive list of all responsibilities, skills and efforts or work conditions associated with the job. It is intended to be an accurate reflection of the general nature and level of the job.

What you will need:

Experience:

• Administrative experience in a clinic setting preferred.

License(s) & Certification(s):

• N/A

Education:

• N/A

Benefits at Vail Health (Full and Part Time) Include:

• Competitive Wages & Family Benefits:
  • Competitive wages
  • Parental leave (4 weeks paid)
  • Housing programs
  • Childcare reimbursement
• Medical
• Vision
• Educational Programs:
  • Tuition Assistance
  • Existing Student Loan Repayment
  • Specialty Certification Reimbursement
  • Annual Supplemental Educational Funds
• Paid Time Off:
  • Up to five weeks in your first year of employment and continues to grow each year.
• Retirement & Supplemental Insurance:
  • 403(b) Retirement plan with immediate matching
  • Life insurance
  • Short and long-term disability
• Recreation Benefits, Wellness & More:
  • Up to $1,000 annual wellbeing reimbursement
  • Recreation discounts
  • Pet insurance

#HHSM

Pay is based upon relevant education and experience per hour.