SUMMARY

The Patient Appointment Scheduler ensures the efficient operation of the orthopedic office by managing all aspects of patient scheduling. Acting as the first point of contact for patients, the Scheduler is responsible for booking, confirming, and rescheduling patient appointments for consultations, procedures, and follow-ups. The scheduler ensures accurate patient data entry, verifies insurance details, and ensures all necessary authorizations and medical records are in place before appointments. The role requires strong communication skills to interact with patients, medical staff, and physicians, as well as excellent organizational abilities to manage a high volume of appointments efficiently. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned)

• Manage and coordinate patient appointment schedules, including booking, rescheduling, and cancellations.
• Verify patient information, insurance coverage, and eligibility prior to scheduling.
• Maintain accurate and detailed records of patient interactions in the office’s scheduling system or electronic medical record (EMR).
• Communicate effectively with clinical staff to ensure appointment availability and resolve scheduling conflicts.
• Provide courteous and efficient assistance to patients, answering inquiries regarding appointments, office policies, and procedures.
• Monitor appointment reminders and follow-up communications with patients to confirm scheduled visits.
• Uphold confidentiality and always adhere to HIPAA regulations when handling patient information.

QUALIFICATIONS

EDUCATION, CERTIFICATION/LICENSURE AND EXPERIENCE

• High school diploma or equivalent required.
• Prior experience in healthcare scheduling, preferably in an orthopedic or clinical setting.
• Familiarity with HIPAA compliance and healthcare regulations.
• Additional certifications in medical administration or scheduling software are a plus.

SKILLS/ABILITIES

• Exceptional organizational skills and attention to detail to manage complex scheduling needs.
• Strong communication and interpersonal skills to provide excellent customer service.
• Ability to multitask effectively in a fast-paced environment.
• Collaborative mindset and ability to work well with both clinical staff and patients.
• Proficiency in using scheduling software, EMR systems, and Microsoft Office applications.
• Strong problem-solving and decision-making skills to manage scheduling challenges.
• Empathy and patience when dealing with patients and their needs.
• Ability to adapt to changing priorities and office requirements.
• Clear and effective communication skills, both verbal and written.
• Knowledge of medical terminology is preferred but not required.

PHYSICAL DEMANDS  

Hearing: Adequate to perform job duties in person and over the telephone.  

Speaking: Must be able to clearly communicate in person and over the telephone.

Vision: Visual acuity adequate to perform job duties, including visual examination of patient (if applicable) and reading information from printed sources and computer screens.

Other: Requires frequent lifting and carrying items weighing up to 30 pounds unassisted, including assisting patients when required. Adequate physical ability includes sufficient manual dexterity to perform the requisite health care service needed. Requires frequent bending, reaching and repetitive hand movements, standing, walking, squatting and sitting with some heavy lifting, pushing and pulling.  

WORK ENVIORNMENT

While performing the duties of this job, employee may be exposed to risk of infectious diseases and bodily fluids when interacting with patients and/or family members. The employee may be occasionally exposed to moving mechanical parts, fumes or airborne particles, and toxic or caustic chemicals. The noise level in the work environment is typical of a physician’s office.